Agenda of Council Meeting - Thursday, 13 August 2020

Te Puke Community Board Meeting Minutes

18 June 2020

Unconfirmed

MINUTES OF Western Bay of Plenty District Council
Te Puke Community Board Meeting No TP20-3
HELD AT THE Te Puke Library and Service Centre
ON Thursday, 18 June 2020 AT 7:00pm

1 Present

Chairperson R Crawford, Member T Rolleston, Member K Ellis, Cr G Dally and Cr M Lints

2 In Attendance

M Taris (Chief Executive Officer), J Pedersen (Group Manager People and Customer Services), Tracy Harris (Executive Assistant Senior Team Administrator), L Arrowsmith (Governance Support Administrator) Mayor Webber, 20 Members of the public and one member from the media.

3 Apologies

Apology

Committee Resolution TP20-3.15

Moved: Cr M Lints

Seconded: Cr G Dally

That apology for absence from Member D Snell be accepted.

Carried

4 Consideration of Late Items

Nil

5 Declarations of Interest

The Chairperson reminded members of the need to be vigilant and to stand aside from decision

making when a conflict arises between their role as an elected representative and any private or

other external interest that they may have.

Members were advised that if they had an interest (actual, potential, perceived, pecuniary or non

pecuniary interest) in any item on the agenda, then they must declare this interest and refrain from

discussing or voting on this item and are advised to withdraw from the meeting table for the item.

(As per the Local Authorities (Members’ Interest) Act 1968)

· Chairperson Crawford and Councillor Dally declared and interest in the Te Ara Kahikatea Pathway.

· Councillor Dally and Member Ellis declared an interest in the Friends of the Te Puke Memorial Pool Incorporated Society in the Chairpersons Report.

· Member Ellis declared an interest in Creative Te Puke Forum.

· Councillor Dally declared an interest in relation to the Te Puke War Memorial Hall.

6 Public Excluded Items

Nil

7 Public Forum

Public Forum Adjourn Meeting

Committee Resolution TP20-3.16

Moved: Member K Ellis

Seconded: Member T Rolleston

That the meeting adjourn for the purpose of holding a public forum.

Carried

Te Ara Kahikatea Pathway

Tangata whenua of Tapuika Iwi, Hapu Ngati Moko and Ngati Tuheke were in attendance to speak to plans that had been publicised for the Te Puke to Maketu cycleway.

Sam Hema – Chairman Rangiuru 2B Ahu Whenua Trust

Highlighted that the cycleway issue had impacted the wider community, especially Maori people Te Ara Kahikatea Pathway Society.

It was noted the design had been distributed detailing the cycleway would cut through Maori land and had been presented to them in a way that was shocking and extremely alarming.

Sam Hema spoke on behalf of the mana whenua land Trust and the community. He informed the Board over the previous month, the Te Ara Kahikatea Pathway group had communicated with the Board, the Board Chairperson and Geoff Canham, however they considered that Cr G Dally should be involved as they believed he was a Board member that represented them

It was understood the key issue was the lack of process, and the correct process had not been adhered to and the Board took a risk with the design by only providing it to a small group of people within the community, whose views had been put on the table.

It was strongly emphasised that if engagement wasn’t carried out appropriately, relationships and connection would be lost and this was an opportunity to realign and add value, but only if communication was a priority. It was extremely important that Council listen and hear the voices of the community. It was recommended that Council recalibrate the design of the project.

The Board Chairperson thanked Sam Hema for speaking.

Ngati Moko representative informed the Board he was in attendance to ensure they fully understood the strong objection to the cycleway being constructed via the Marae/Maori land. He asked the Board “why cyclists could not use the pathway or the local road instead?” Planning without consultation was considered exceptionally disrespectful and the message he wanted to deliver was “please do not go near any Maori land with the cycleway”. He extended an invitation to the Board to commence the process of consultation and engagement. The message again was, “we are not happy with the cycleway going via the Marae/Maori land - it is sacred land – it is all we have left”.

Darlene Dinsdale, expressed to the Board that due to the plans being publicly shared, there was a strong objection to any cycleway crossing through any Maori land and the community believed that Council should use the road corridor, as Iwi did not approve of the current plans. She reiterated that it was extremely disrespectful not to consult with Iwi. Again, the message conveyed was “do not go near any Maori land”, there were a lot of unhappy people resulting from the pre planning of the cycleway without consultation.

Alfred Potiki spoke to the Board and asked “who is the Te Puke Community Board and Council, cutting the middle man out?” He stated that he had a broad interest in what was happening and was not happy with how things were eventuating or why Council was doing these sorts of things, right next to a Marae.

He extended an invitation to the Board to visit the Marae, but warned, if Council do things like this they would find “a very blunt end”.

Kokiri Ronaki spoke to the Board, he supported what Council had done for the Paengaroa cycleway, however, he could not support anything that threatened to cross through their land, stating “it is all we have left”.

Mayor Webber addressed the Public Forum, he explained it was with the best of intentions what Council had started out with, which was to build the cycleway near or along the railway line.

He offered a sincere apology and advised that Council had tried to do the right thing. He asked how could Council and Tangata Whenua restart the “conversation”? He further explained that Geoff Canham and Chairperson R Crawford had always planned to consult.

Mayor Webber apologised again and advised that at no time was the design on the table, it was not a plan at all and was definitely not ready to be publicised before any consultation had taken place, which was still to happen.

Mayor Webber asked the Forum “who were the best people that Council should be consulting with?” as the process for the cycleway could take up to four years, as was the case with sections of the Omokoroa to Tauranga Cycleway.

The Trust stated they would communicate the Mayor’s message back to their people and recommended to the Board for Council to recalibrate the relationship with the Iwi/Hāpu and the community.

Member Rolleston addressed the Public Forum and explained he fully understood what was happening but he had not been involved in the conversation until 2 weeks prior to the Board meeting. He empathised with the entire situation and assured the Forum “don’t feel like you won’t be heard, because you will be”.

The Te Ara Kahikatea Walkway Group were keen on a hui with the community Iwi/Hāpu to further discuss and to also be involved.

Chairperson Crawford offered his apologies.

Te Puke Memorial Hall

An application had been submitted to purchase tables and chairs for the Hall, as the current tables were damaged and the chairs were not suitable for outdoor use. It was noted that local community groups often requested to hire chairs and tables from the Hall.

The application request for twenty tables and fifty folding chairs would cost $2,420. The Hall had applied to BayTrust to fund half of the cost, however, BayTrust had declined the Hall’s request for funding. The Hall requested the Board fund half the cost of the equipment, which equated to $1,210 in total.

Te Ara Kahikatea Pathway

Geoff Brann spoke to the Board informing that the walkway at the end of King Street was really good at the moment, noting it had been mowed and sprayed. However, during wet weather the water had nowhere to drain and was considered a safety issue, deep ruts had developed and children on bikes and parents with prams and pushchairs, were unable to use it. He would like something done to prevent an accident occurring.

Te Puke Gymsport & Parkour

Te Puke Gymsport and Parkour tabled a presentation, which provided an update and the outcomes the club had achieved to date.

The activities and wellbeing outcomes were explained to the Board, in addition to the current financial situation of the club. The facility was too small and not fit for purpose with rental costs of $80k per year.

It was advised the club was renting the current building they utilised, and the rental payments were “killing” the club.

COVID 19 had also negatively impacted the club as there was no income during this period, but rental payments were still being paid. It was noted the club only had funds that would last until September 2020.

Spaces and Places had undertaken a Feasibility Study/Strategy, where it was identified the club had the ability to grow. However due to a lack of adequate premises, this has not been possible.

The club has been trying to purchase their own premises for the last thirteen years.

A new building had been designed so local football clubs and the toy library could have some storage with a community room upstairs. The facility would also have the capacity for other organisations to benefit from i.e. yoga, indoor football etc.

Council has approved a lease for the club to build in or around Centennial Park, however the club does not have the funds for the build. A Resource Consent has been approved by Council.

The club requested $19,000 to get through to the Building Consent stage. They would still require an additional 10-14% to proceed through.

Councillor Lints asked, “were the club engaging with community?” The club advised that a total of 660 families used the facility and 48% resided in Te Puke.

Councillor Lints asked, “how much money did the club have in savings?” The club advised that due to COVID 19 and a rental increase, all savings had been eroded.

Member Crawford thanked Te Puke Gym Sport for their presentation.

Lorna Cooper – No. 1 Road

Lorna Cooper and her family have resided on No. 1 Road for nineteen years. The traffic to and from the packhouse has increased significantly, so much so that when trucks go past her home, it vibrates.

During the lockdown period the trucks increased in speed along the road, even though the speed limit is 50kmph, it felt like being in an earthquake.

Council has previously advised Mrs Cooper to contact the police or call Trevelyan’s in regards to speed. She advised that neither could help other than writing to the trucking companies and speaking to drivers. She has been told they have done all they can.

The Coopers have resorted to erecting their own signs, which made a difference for a while. However some trucks tooted in objection whilst speeding past their property.

Mayor Webber advised that a meeting would be taking place on Tuesday, 23 June and that all residents of No. 1 Road had been invited. Councillor M Lints offered to forward the invitation to the Coopers.

Councillor M Lints asked if the recent activity and construction of the Waiari Project had impacted on the road usage. Mrs Cooper did not think there had been an impact. She said hardly any traffic apart from the pack house change of shifts. Hadn’t found it to be a nuisance and felt they were doing the best they could. Also haven’t heard any complaints from her work.

Public Forum Meeting Reconvened

Committee Resolution TP20-3.17

Moved: Chairperson R Crawford

Seconded: Cr M Lints

That the meeting reconvene in formal session at 8.06pm

Carried

8 Minutes for Confirmation

8.1 Minutes of the Te Puke Community Board Meeting held on 13 February 2020

The Board considered the minutes no. TP20-2 of the Te Puke Community Board for the meeting held on 13 February 2020 as circulated.

· Minute correction, it was noted that the conflict interest for Chairperson R Crawford had not been record for the Te Ara Kahikatea Pathway and the Conflict of Interest for Councillor M Lints and Member D Snell for the Te Puke Centre.

Committee Resolution TP20-3.18

Moved: Cr M Lints

Seconded: Member K Ellis

1. That the Minutes of the Te Puke Community Board Meeting held on 13 February 2020 be received and the recommendations therein be adopted provided the following the correction to the declarations of interest were made in the minutes.

2. Member T Rolleston declared an interest in an item in the Chairperson’s Report relating to the installation of CCTV units for traffic monitoring.

3. Councillor’s G Dally and M Lints, Chairperson R Crawford declared an interest in an item in the Chairperson’s Report relating to the Te Ara Kahikatea Pathway.

4. Member K Ellis and Councillor G Dally declared an interest in relation to a presentation given by Friends of Memorial Pool

5. Councillor M Lints declared an interest in relation to a presentation given by Te Puke Centre.

Carried

9 Reports

9.1 Chairpersons Report - June 2020

The Board considered a report from the Chairperson as circulated.

Committee Resolution TP20-3.19

Moved: Member T Rolleston

Seconded: Member R Crawford

That the Chairpersons Report to the Te Puke Community Board be received.

Carried

9.2 Councillors Report - June 2020

The Board considered the Councillors report from Councillors G Dally and M Lints.

Councillor M Lints explained that they had decided to present to the board in the same way each meeting and in the future would use the same sub headings for future Councillor Reports.

Committee Resolution TP20-3.20

Moved: Member K Ellis

Seconded: Member T Rolleston

That the Councillors report to the Te Puke Community Board for June 2020 be received.

Carried

9.3 Te Puke Community Board Grant Applications - June 2020

The Board considered a report from the Governance Advisor dated 4 June 2020.

The Chairperson R Crawford advised that since the Te Puke War Memorial Hall Society had applied for the Community Resilience Fund they could not apply for the Te Puke Community Board grant this round. The Community Resilience Fund would be announced this Friday.

The Te Puke War Memorial Hall Society could re-apply for a grant at a future Community Board meeting, depending on whether they are successful with their Community Resilience Fund application.

Committee Resolution TP20-3.21

Moved: Cr M Lints

Seconded: Member T Rolleston

1. That the report from the Governance Advisor dated 4 June 2020 titled Community Grant Application – June 2020 be received.

2. That the Te Puke Community Board approve the following grant to be funded from the Te Puke Community Board Grants 2019/2020 Account subject to all accountabilities being met.

· Youth Encounter Ministries Trust $726

Carried

9.4 Te Puke Community Roading Programme

The Board considered a report from the Road Engineer (East) dated 11 April 2020 as circulated.

Committee Resolution TP20-3.22

Moved: Cr M Lints

Seconded: Member T Rolleston

1. That the report from the Road Engineer (East) dated 11 April 2020 and titled Te Puke Community Roading Programme be received.

2. That the Te Puke Community Board approve the following projects to be funded from the Community Board Roading account.

· Stock Road footpath - $35,000.00

· No.2 Road/Dudley Vercoe Drive Footpath with Drainage Improvements – $140,000.00

3. That the Te Puke Community Board defer approval to the next Community Board Meeting for the following projects.

· Te Puke Quarry Road Jellicoe Street to EastPack – $68,000

· Washer Road Footpath Street Lighting – $20,000.00

4. That the Te Puke Community Board do not approve the following projects to be funded from the Community Board Roading account.

· Vet Clinic to King Street Footpath– $110,000.00

· King Street Parking Improvements King Street - $45,000.00

5. That the Te Puke Community Board notes the order of priority of the local roading projects listed be dealt with as indicated;

· Priority 1: Installation of CCTV & ANPR Cameras – Completed

· Priority 2: Vet Clinic to King Street Footpath – Not Approved

· Priority 3: No. 2 Road / Dudley Vircoe Drive Footpath $140,000 - Approved

· Priority 4: Stock Road Footpath - $35,000 – Approved

· Priority 5: Ronalds Lane to Te Puke Quarry Road Footpath - Deferred

· Priority 6: Te Puke Quarry Road Footpath to Eastpack - Deferred

· Priority 7: Washer Road Street Lighting - Deferred

Carried

9.5 Te Puke Community Board Infrastructure Services Report June 2020

The Board considered a report from the Deputy Chief Executive dated 18 June 2020.

Committee Resolution TP20-3.23

Moved: Member K Ellis

Seconded: Member T Rolleston

1. That the Deputy Chief Executive’s Report, dated 18 June 2020 and titled Te Puke Community Board Infrastructure Services report June 2020 be received.

2. That the projects as listed in the resolution TP20-3.22 be approved and funded from the Te Puke Community Roading Account.

3. That the Te Puke Community Board request a timeline for the Station Road Footpath project.

4. That the Te Puke Community Board requested TP19.4.6 Tactile Paving be referred to the next Te Puke Community Board Workshop and that the MAS TP19.4.6 status be updated.

Carried

9.6 Te Puke Community Board Financial Report - April 2020

The Board considered a report from the Management Accountant’s report dated 18 June 2020 as circulated.

Committee Resolution TP20-3.24

Moved: Chairperson R Crawford

Seconded: Cr M Lints

1. That the Management Accountant’s report dated 18 June 2020 and titled “Financial Report Te Puke – April 2020” be received.

2. That as a result of the ANZAC Day wreath not being required due to Covid-19, the expenditure was to be refunded to the Community Board accounts.

Carried

9.7 Council, Standing Committees and Community Board Meetings

The Board considered a schedule of meetings for the months of June, July and August 2020.

Councillor Lints noted further items as follows

· 25 June 2020 – Jubilee Park Development Engagement - Te Puke Centre, 81 Jellicoe Street.

· 2 July 2020 - Multi purpose building – Te Puke Memorial Hall

Committee Resolution TP20-3.25

Moved: Cr M Lints

Seconded: Member K Ellis

That the Schedule of Meetings for June, July and August 2020 be received.

Carried

The Meeting closed at 9.10pm

The minutes of this meeting were confirmed at the Te Puke Community Board held on 20 August 2020.

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CHAIRPERSON

Council Meeting Agenda

13 August 2020

MINUTES OF Western Bay of Plenty District Council
Katikati - Waihi Beach Ward Forum Meeting
HELD AT THE CENTRE - PATUKI MANAWA, KATIKATI
ON Monday, 15 June 2020 AT 7:00pm

1 Present

Cr J Denyer (Chairperson), G Webber (Mayor), Cr A Henry and Cr C Humphreys

2 In Attendance

M Taris (Chief Executive Officer), G Allis (Deputy CEO/Group Manager Infrastructure Services), J Pedersen (Group Manager People and Customer Services), L Balneaves (Governance Support Administrator)

10 Members of the Public, three Councillors and five Community Board Members

The Chairperson welcomed everyone to the meeting of the Katikati-Waihi Beach Ward Forum and introduced Councillors, Staff and Community Board Members to the public.

3 Apologies

Nil

4 Consideration of Late Items

Nil

5 Declarations of Interest

The Chairperson reminded members of the need to be vigilant and to stand aside from decision making when a conflict arises between their role as an elected representative and any private or other external interest that they may have.

Members were advised that if they had an interest (actual, potential, perceived, pecuniary or non pecuniary interest) in any item on the agenda, then they must declare this interest and refrain from discussing or voting on this item and are advised to withdraw from the meeting table for the item. (As per the Local Authorities (Members’ Interest) Act 1968)

Declarations of interest were as follows:

· Councillor’s Anne Henry, James Denyer and Christina Humphrey’s declared an interest in being members of the Waihi Beach and Katikati Community Boards.

6 Public Excluded Items

Nil

7 Public Forum

Public Forum Adjourn Meeting

Committee Resolution KWB20-2.6

Moved: Cr J Denyer

Seconded: Cr A Henry

That the meeting adjourn for the purpose of holding a public forum.

Carried

Paul O’Neil – Chair Katikati Taiao

Mr Paul O’Neil outlined Katikati Taiao’s strong support for the community led and engaged community plan the Katikati Community Board has been charged with.

Key Points:

· Katikati Taiao is keen to offer its resources to assist the Katikati Community Boards process in the development of a Community Plan.

· The Taiao has enabled the formation of a ‘stewardship group’, comprising representatives from various community led action groups in Katikati. Members of the stewardship group run their own programmes but buy into a vision for Katikati. The current vision, built upon their ‘hearts and minds’ research is “Katikati an engaged and sustainable community” with the intent to grow connections, increase inclusiveness and build their resilience in Katikati.

· Hearts and Minds research went deep into some but not all parts of the Katikati community so looking for a wider vision which will guide the new stewardship group in building together and working towards that collective vision.

· Katikati Taiao is enabling the Whirihia te ara ki mua group by providing funding and support for activities of Whirihia te ara ki mua. If Whirihia te ara ki mua can expand and grow they may be a template in the future for a community board.

· The Katikati Taiao requested Council take their offer of support seriously.

Cr Humphreys acknowledged that Katikati Taiao is a group that the Community Board could refer to alongside other community groups involved in the community and town plan.

Public Forum Meeting Reconvened

Committee Resolution KWb20-2.7

Moved: Cr C Humphreys

Seconded: Mayor G Webber

That the meeting reconvene in formal session.

Carried

8 Minutes for Receipt

9.1 Minutes of the Katikati - Waihi Beach Ward Forum Meeting held on 19 March 2020

Committee Resolution KWB20-2.8

Moved: Cr J Denyer

Seconded: Cr A Henry

1. That the Minutes of the Katikati - Waihi Beach Ward Forum Meeting held on 19 March 2020 be received.

Carried

9 Information for Receipt

10.1 Minute Action Report

The Chairperson reviewed each of the Minute Actions arising from Katikati-Waihi Beach Ward Forum meeting held on 19 March 2020.

Committee Resolution KWB20-2.9

Moved: Cr A Henry

Seconded: Cr J Denyer

That the Minute Action report be received.

Carried

10 Workshop

Suspension of Standing Orders

Committee Resolution KWB20-2.10

Moved: Cr J Denyer

Seconded: Cr A Henry

That standing orders be suspended for the purpose of holding a Workshop.

Carried

Ongare Point Residents and Ratepayers Association – Warren Yardley

Mr Warren Yardley representing the Ongare Point Residents and Ratepayers Association addressed the meeting on two maintenance issues in Ongare Point.

Key Points:

· Foreshore Erosion

North facing along Esplanade Road (approximately 1 metre, near narrow path), the foreshore is being held up by Kikuyu grass. Further along (north), beach protection works have been completed by Council and the foreshore has been saved, however the piece in the middle has been missed. Should there be a storm, there is a high probability the side of the road will be lost should beach protection works not be implemented.

Looking south, beach protection works with jute cement bags forming an effective pillow wall have been in place for over 10 years. Erosion has taken place right along the beach in various places over 10 years and has worsened in recent times. Mr Yardley referred to a bench seat in place 10 years ago placed sitting on Kikuyu grass which has now been eroded away and a storm water pipe from the house across the road which use to extend right out but has now had to be removed in part owing to the foreshore erosion. Storms from north or east cause reoccurring erosion.

Mr Yardley responded to a question from the public whether any engineering reports had been completed. Mr Yardley confirmed he didn’t know of any but had reported the erosion issue to Council a number of times.

· Road Patching

A small section of road alongside the Ongare Point reserve has been patched multiple times owing to the reserve ‘ponding’ when its wet. Rain raises the water table with water sitting, sometimes for more than a month, up close to the road. If the reserve was graded and filled with water flowing to a storm water outlet it would save the road and improve the reserve.

Katikati Community Board Cr Ben Warren

· Mr Warren confirmed that following the recent Community Board meeting, the Board were looking to move ahead with the Katikati Community Plan and consultants will be procured as part of the next step in the process.

Mr Kevin Tohiariki

Mr Tohiariki addressed the forum on three opportunities for the Bowentown area:

Community Pantry

· Requested that Council allow the establishment of a ‘community pantry’ structure on Council land in Bowentown to provide for the community following the effects of COVID19.

· An abundance of fresh produce in Bowentown gets moved around the Community. The community pantry is an opportunity for people to leave and take what they need.

Cycleway/Walkway Bridge - Athenree to Emerton Road

· A cycleway/walkway from Athenree across to Emerton Road has been a long standing project for completion.

· Council should seek ideas from the community on a bridge design.

· Mr Tohiariki suggested a double hulled waka canoe designed bridge which could also be used as an education feature and to attract visitors to the area.

Historical signage

· Mr Tohiariki spoke of a number of ancient historical areas of cultural significance (in the Bowentown area) that lacked signage that speaks to their history including Te Ho Mountain, Te Kura a Maia (ex warrior school and Marae) and across Anzac Bay (Waipaopao Bay) to another raised area namely Auturourou, where three Marae once stood. Mr Tohiariki urged Council to address signage as a priority to bring forth historical recognition of the area.

· Cr Denyer asked whether the historical areas such as Te Hou were in hapu ownership? Mr Tohiariki advised these were currently Council maintained reserves.

· Cr Henry advised that Waihi Beach Community Board has already completed their community plan and that signage was included from the north end to the south of Bowentown and around the Athenree area and would be keen to work with Mr Tohiariki to establish what type of signage could be included as part of an area wide signage plan. Cr Denyer thanked Mr Tohiariki.

Mr Don Ryan (member of the Waihi Beach Community Board) confirmed the Athenree-Emerton Road walkway/cycleway is a high priority on the Community Board agenda and the Board has discussed with Council to progress this project. Likewise historical panels from Pohutakawa Park right through including Athenree and Bowentown was also a priority. John Mutlow, Chairman of the Marae Trust is involved with the signage alongside Waihi Beach Community Board Chairman Ross Goudie to pursue this initiative. The community pantry initiative was discussed at Community Board and an approval was currently being organised to put this in place.

Resumption of Standing Orders

Committee Resolution KWB20-2.11

Moved: Mayor G Webber

Seconded: Cr A Henry

That the meeting reconvene in formal session.

Carried

RECOMMENDATIONS TO COUNCIL/COMMITTEES:

10.2 Ongare Point Residents and Ratepayers Association

Committee Resolution KWB20-2.12

Moved: Mayor G Webber

Seconded: Cr A Henry

That the Katikati-Waihi Beach Ward Forum refers the impacts of the Ongare Point Erosion issue on Esplanade Road, Ongare Point to Council management for review.

Carried

10.3

Committee Resolution KWB20-2.13

Moved: Cr J Denyer

Seconded: Cr A Henry

That the Katikati-Waihi Beach Ward Forum refers the stormwater management/reserve ‘ponding’ issue on Esplanade road, adjacent to the Domain, to Council Management for review.

Carried

It was noted that the community pantry initiative, Athenree to Emerton Road cycleway/walkway and historical signage matters raised by Mr Kevin Tohiariki have been previously raised at the Waihi Beach Community Board and have previously progressed to Council for further consideration.

The Meeting closed at 7.40pm.

The minutes of this meeting will be confirmed at the Katikati - Waihi Beach Ward Forum held on 8 September 2020.

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CHAIRPERSON

9.2 Minutes of the Kaimai Ward Forum Meeting held on 17 June 2020

File Number: A3816269

Author: Horowai Wi Repa, Governance Technical Support

Authoriser: Jan Pedersen, Group Manager People And Customer Services

Recommendation

1. That the Minutes of the Kaimai Ward Forum Meeting held on 17 June 2020 be received and the recommendations therein be adopted.

Attachments

1. Minutes of the Kaimai Ward Forum Meeting held on 17 June 2020

Kaimai Ward Forum Meeting Minutes

17 June 2020

Unconfirmed

MINUTES OF Western Bay of Plenty District Council
Kaimai Ward Forum Meeting NO: KWF20-2
HELD AT THE Whakamarama Hall, 469 Whakamarama Road
ON Wednesday, 17 June 2020 AT 7.00pm

1 Present

Cr M Dean (Chairperson), G Webber (Mayor), Cr M Murray-Benge, Cr M Grainger and Cr D Thwaites

2 In Attendance

G Allis (Deputy CEO/Group Manager Infrastructure Services), K Rahiri (Human Resources Advisor) and C McGirr (Human Resources Coordinator) and 30 members of the public.

3 Apologies

Nil

4 Consideration of Late Items

Nil

5 Declarations of Interest

The Chairperson advised that as both he and Councillor Murray-Benge were members of the District Plan Committee, no discussion on any item under consideration by Council (subject to a hearing process under the Resource Management Act) would be entered into.

There were no declarations of interest declared in relation to the agenda

6 Public Excluded Items

Nil

7 Public Forum

Public Forum Adjourn Meeting

Committee Resolution KWF20-2.1

Moved: Cr D Thwaites

Seconded: Cr M Grainger

That the meeting adjourn for the purpose of holding a public forum.

Carried

Debbie Hayworth and Paul Neilson

Debbie Hayworth and Paul Neilson from Growers Direct, Te Puna addressed the Forum and noted the following:

Key Points:

· The cycleway is presently their biggest issue and the main focus of concern. It was initially sold to the public as a footpath. It has since become a cycleway, which is narrow and not fit for purpose.

· In May there was an incident on Borell Road outside Growers Direct where a cyclist was knocked off a bike. The cycleway is dangerous and it is anticipated that if the issues around the cycleway are not addressed, more accidents could occur.

· As the road has been widened, they see this as the safer option for cyclists to use.

· Growers Direct have additional concerns:

- The business being used as a toilet and water stop by cyclists.

- People using motorised go-karts on the cycleway and others cannot see them.

- Conflict around the location of power lines and the requirement for electricity and traffic management plans for pruning shelterbelts.

Peter Lochhead

Peter Lochhead addressed the Forum and noted the following:

Key Points:

· Congratulations to Council for securing Government funding to undertake the cycleway project. However, it appears nobody anticipated the volume of cyclists, or the lack of awareness and experience of cyclists.

· Education is required. Bikes have changed, an example of this is electric bikes have meant an increase in speed. Cyclists who have not ridden in many years are taking up biking, and many lack the experience required to navigate roads and around driveways.

· Suggestion to paint an arrow that says ‘Caution’ close to driveways to assist cyclists.

· There is a disconnect between the public communicating with Council and receiving a response. It appears Council are not “completing the circle”.

· As an example, Mr Lochhead has been trying to contact a senior manager of Council since February, and despite numerous phone calls and emails he has received no response. When speaking to a receptionist he was told, ‘he may possibly not pick up today’. Mr Lochhead is of the opinion that if Council ignore the public long enough they will go away.

· At the previous Forum an item from Alison Cowley regarding Resource Consent conditions for 245 Te Puna Station Road (7.1 Te Puna Station Road) was raised. As at 17 June 2020, Mr Lochhead believes a response had not been provided. He suggested that if staff ‘complete the circle,’ Council will have less frustrated ratepayers.

· A Council Performance Survey undertaken some years ago. Mr Lochhead requested a copy, but never received it. He knows the survey results, which were not positive, and wonders if it was ever shared with Councillors. Some years ago Council was winning awards but not anymore, and he would like to see Council get back to that.

Linda Somerfield

Linda Somerfield addressed the Forum and noted the following:

Key Points:

· Since the last Kaimai Ward Forum, residents on Teihana Road have called the police twice regarding theft and once in relation to drivers skidding on the gravel road.

· Continuous issues including dodgy vehicles parked at the Pony Club give the road a dangerous feel, yet there are no apparent plans for cameras (CCTV). If positioned in the right place, one camera could cover the pony club, carpark and multiple driveways.

· Locals feel their concerns are not being listened to.

· Teihana Road has an estimated 50 vehicle movements a day, yet is not on the list for tar sealing. Comparatively, Waipa Road is 405 metres long with only two driveways and was sealed in 2018.

· Having cycleways on the footpaths past driveway exits is an accident waiting to happen.

· These forums are good in theory, but if residents are not notified of outcomes then what purpose do they serve.

Wayne Lowry – McLaren Falls park

Wayne Lowry addressed the Forum and noted the following:

Key Points:

· McLarens Falls Park and the surrounding area is a significant contributor to Bay of Plenty Tourism. This is a billion dollar industry for the region. The park itself is gorgeous, and cost effective for holidaymakers.

· The environment in this area is not up to standard for tourists. Issues include:

- vehicle management

- freedom campers

- lack of visitor amenities eg. toilet, picnic facilities

- safety of pedestrians

- carpark crime

- weeds

- tagging

- abandoned vehicles

- overall appearance and presentation

- lack of cameras and lighting on the bridge.

· Mr Lowry wants to see burned and abandoned cars in the McLaren Falls carpark removed quickly. There have been occasions where burned vehicles have been left for several weeks before being removed.

· These issues send the wrong message to tourists.

· Council should develop a Closed Circuit Television (CCTV) policy.

· Key stakeholders such as the Department of Conservation, Trustpower, Tauranga City Council and Western Bay of Plenty District Council need to work together to help improve the overall environment.

· The residents wish to see a Development Plan established with a clear vision. Any plan would include a policy outlining funding percentages between the various organisations to provide clarity and guidance moving forward.

· McLarens Falls Ratepayers Association is eager to be involved in such a project. Mr Lowry is Chairman of the Ratepayers Association.

Colin Hewens

Colin Hewens addressed the Forum and noted the following:

· He has lived on the road for 18 years and he presented historical information in regard to grading issues on the road.

· Notification has recently been received from the Property Manager that the Performance and Monitoring Committee have agreed to start the process to change the road from what has been classified in the past as a Maori road to a Council road.

· This has been 15 years coming and thank you to Council.

Carlton Bidois

Carlton Bidois addressed the Forum and noted the following:

· He expressed disappointment with the Goodall Road topic being raised in a public meeting without any notification to the Maori land owners on the road. They did not know about any move to change the road from a Maori Road to a Council Road.

· He is more than willing to help, and would like to be a part of this.

· In response, Cr Thwaites apologised and advised that it is the start of the process where the local hapu will be consulted.

· There seems to be a lack of advertising for Ward Forum meetings.

Sara Rice

Sarah Rice addressed the Forum and noted the following:

· She is a resident of Lochhead Road and President of the Te Puna Pony Club.

· She expressed disappointed with the level of advertising for the Ward Forum meetings. It was recommended that these meetings should be publicised on the Facebook page, leaflet drops and have more clarity on the website.

· CCTV surveillance on Teihana Road was raised at the previous Ward Forum. An email was sent in March 2020 to the Ward Councillors with a proposal for CCTV and costings. No response has been received in the last three months. Theft is unbelievable. Need to do something about the area urgently.

· Pony Club has again been robbed over lockdown, this is an urgent concern.

· At the previous Ward Forum, Council advised the community that an announcement on rural road speed limits would be made in the days following. No announcement on this topic has been seen or is able to be found online.

· Since Covid-19 Level One status the traffic on Te Puna Station Road has again become dangerous. 100km limit is unacceptable.

· The cycleway on Lochead Road is dangerous. Road already too narrow in places for two cars, let alone cyclists, horse riders and pedestrians. Cars are going too fast, and it is just a matter of time before a serious accident occurs.

· There is no cameras or surveillance on Lochead, Borell and Te Puna Station Road. Go karters have started using these roads, adding to the danger.

· The community is recovering in the post-covid environment. To help mitigate the current everyday stresses, Western Bay of Plenty District Council could help by responding better and quicker. Council has not invested in Te Puna enough.

Heather Reynolds

Heather Reynolds addressed the Forum and noted the following:

· With the new library coming at Omokoroa, Ms Reynolds expressed the wish to retain the old library building as these community facilities will be needed. This is especially important with the predicted increase in population.

Terry Edwards

Terry Edwards addressed the Forum and noted the following:

· Friends of Puketoki is a group of approximately 15 volunteers who complete all of the maintenance at Puketoki Reserve, with the exception of the upkeep of the road.

· The road track currently resembles a pond of mud, despite the lack of rainfall recently. This is expected to become much worse after the rainfall anticipated in the coming weeks.

· The group has been asking Council to come back and put new metal down on the track. Council’s response has been “we look at this twice a year”, however this is an issue now.

· In response Cr Dean reminded the forum to use the Antenno phone application to lodge requests for service, as this provides a fast response.

Public Forum Meeting Reconvened

Committee Resolution KWF20-2.2

Moved: Cr M Grainger

Seconded: Cr M Murray-Benge

That the meeting reconvene in formal session at 7.47pm

Carried

8 Minutes for Receipt

8.1 Minutes of the Kaimai Ward Forum Meeting held on 12 March 2020

Committee Resolution KWF20-2.3

Moved: Cr M Murray-Benge

Seconded: Cr D Thwaites

That the Minutes of the Kaimai Ward Forum Meeting held on 12 March 2020 be received, with the following corrections to be acknowledged.

a. Item 8.7 McLarens Falls. Wayne Arrow’s surname is corrected to Wayne Lowry.

Carried

9 Information for Receipt

9.1 Minute Action Sheet Report

Committee Resolution KWF20-2.4

Moved: Cr M Grainger

Seconded: Cr D Thwaites

That the Minute Action Sheet report be received.

Carried

Through the Chair, Mayor Webber provided an update on Smartgrowth.

SMARTGROWTH UPDATE

Mayor Webber gave an overview of the Smartgrowth meeting held today, 17 June 2020:

· Omokoroa, Te Tumu, Keenan Road, Papamoa East have always been designated as key growth areas.

· Central Government are not prepared to provide funds in relation to land development, and believe that Tauranga City need to start going up instead of out (focus on intensification).

· Smartgrowth are lobbying hard to Central Government to put things in place for growth. Smartgrowth acknowledge that public transport needs to be intensified.

· There is a need to look at inland ports using rail which will require a significant investment from Kiwi Rail.

· $6 billion is a figure Smartgrowth would like to see Central Government investing into the region for future growth.

At this point in the meeting the chairperson called for representatives of the named groups who had advised of their intention to speak to make their Presentations to the Forum.

10 Workshop

Suspension of Standing Orders

Committee Resolution KWF20-2.5

Moved: Cr M Grainger

Seconded: Cr M Murray-Benge

That standing orders be suspended for the purpose of holding a workshop..

Carried

WHAKAMARAMA COMMUNITY INC

Neil Rogers representing Whakamarama Community Inc spoke on the following issues:

Roading

Ward Forum members were thanked for assisting with Goodall Road issues. The proposal to make the Katikati Bypass a local road is seen as a positive move.

Kaimai Ward Forum

A concern was raised as to the format of the Kaimai Ward Forum meetings.

In response, Cr Dean clarified the process. Mayor Webber added that the forums are an opportunity to try and improve communication with the communities.

Mr Rogers asked if the Forum would consider feedback and make changes.

In response the Forum members agreed to this idea.

Water reticulation in rural areas

As previously advised there is still a concern regarding water reticulation and the effect on rural landowners at altitude.

Internet access, Whakamarama

David Riley spoke concerning Whakamarama internet access and the lack of ultra fast broadband. He asked that Council listen and learn. Concerns included 4G towers being at capacity in the region, trees and hills blocking sight transmission lines, and what he sees as the lack of interest in the area in relation to broadband. He would like Council to assist by lobbying for broadband at every opportunity.

OMOKOROA RESIDENTS AND RATEPAYERS ASSOCIATION

Bruce McCabe spoke on behalf of the recently Incorporated Society. The purpose of the Society is to provide better outcomes for Omokorora residents and ratepayers. Interested in working with Council and would like to know about services etc in the Omokoroa area. The Association have a goal to be inclusive and are taking members from outside the area because many heads are better than one, and they are advocating for a coalition of ratepayer associations.

Power underground Omokoroa

Previously, the CEO committed to advise in writing why the undergrounding of power along Omokoroa Road is not going ahead as outlined in the Long Term Plan.

It was requested that the Group Manager Infrastructure/Deputy CEO follow up on the letter.

Speed limits review - Omokoroa

A request that the Association would like to see input from Omokoroa residents into the speed limit review.

In response, Mayor Webber advised that Council would go out to the community through a submission process, and those submissions will be included in the review. A definite timeframe on the review process was unavailable, but it was advised at this stage, it may be approximately three months away.

404 Omokoroa Road

A private developer has lodged a resource consent for development at 404 Omokoroa Road, the Association believes this is a key development that may bring locals employment opportunities. This in turn could mean less congestion on the roads to Tauranga. The Association have invited the developers to a meeting next Wednesday, 24 June 2020, 7.00pm at the Settlers Hall with the aim that facilitating consultation will assist with positive community outcomes.

Matakana Island, Panepane Point

The Committee were advised if land at Panepane Point is returned through the negotiation and settlement process, the local fishing community would like to see access to Matakana Island retained. They want Council to keep them up-to-date so locals can have an opportunity to provide feedback to Council.

In response, Mayor Webber advised the public would have an opportunity to comment once a proposal for public consultation was developed. This is a historical and complex issue and currently there is no timeframe available.

Omokoroa Playground

It appears that Council have consulted with school children, but not the majority of people that use the area in relation to the playground redesign.

In response, the Group Manger Infrastructure Services/Deputy CEO advised that Council had consulted widely. He advised that public meetings had been held at the Omokoroa Boat Club and Settlers Hall, and these were well attended by a cross section of people in the community.

Cr Murray Benge said they will check with staff who did the work to ensure it is going to meet the needs of everyone who uses it.

Walk/Cycle ways

Cyclists seem to be ‘in their own world’. There are others on these shared pathways, such as walkers of all ages, mothers with young children and clarity is required on who does what. There should be clear rules, such as speed limits etc.

In response, Chair Cr Dean advised that the Forum would make contact with the Bay of Plenty Cycling Association to discuss.

TE PUNA HEARTLANDS INCORPORATED

Elly Nederhoff spoke on behalf of Te Puna Heartlands.

Te Puna Station Road

Small enterprise businesses are of concern on Te Puna Station Road in relation to noise and dust etc. Speed limits throughout the area are also concerning.

Te Puna Heartlands were advised by staff that an Abatement Notice regarding the Business Park complex situated at 245 Te Puna Station Rd was issued by Alison Curtis today, 17 June 2020.

Weed Control

Te Puna Heartland reiterated as at the first Forum, their concerns about weeds in the area, and in particular the noxious moth plant. Leaves and pods from the moth plant were shown to the Committee. It was asked if Council could do anything to support the removal of these plants, whether it be by education around the weed, or promoting removal of the plants, especially the seed heads. Attendees were encouraged, that if they see the plants in public places, to remove and dispose of the seed heads at the very least.

TE PUNA QUARRY PARK

Elly Nederhoff spoke on behalf of Te Puna Quarry Park.

Security Camera

As previously advised The Committee requested that a security camera be installed at the Park.

· Option 1 - use Council system.

· Option 2 – amateurs record what is happening in the park.

Pest Control

The Society continue to undertake pest control in the Park. This is an ongoing issue and they would like as much support as possible from Council to control pests.

OMANAWA HALL COMMITTEE

Margaret Bennett spoke on behalf of the Omanwa Hall Committee.

Omanawa Falls

Ongoing issues include the influx of tourists parking on the roadside, creating dangerous situations for road users, freedom camping etc. A suggestion was that Council may wish to consider signage options in the area. The Committee realise it is not entirely a Council issue but want help.

Parking bottom of Omanawa Road

At the bottom of Omanawa Rd as vehicles come towards the State Highway, looking left toward Ruahihi, trucks are parked in an area there and vehicles cannot see traffic approaching. Suggested solutions included Council erecting a ‘No Parking’ sign, or placing rocks in the area so vehicles cannot park there.

In response, Chair Cr Dean advised it is a New Zealand Transport Agency (NZTA) issue. He advised the Forum could write to NZTA in support of the Committee’s concerns.

Winstone Wallboards plasterboard facility

The Committee is concerned about the new plasterboard development in the Omanawa Road/ Belk Road area, and the hundreds of trucks they believe, that will be entering and exiting the property. The Committee want to be informed where Western Bay are at with that entire area and State Highway 29.

The Committee were advised that Tauranga City Council issued the Resource Consent to the factory, and at this stage, the Consent conditions say traffic is not to enter or exit via Belk Road. The only way the business will be able to enter and exit via Belk Rd is if, and when there is a suitable road upgrade.

The Committee thanked Cr Murray-Benge for her support of the local community.

Ohauiti Settlers Association

Shirley Wells opened her address on behalf of the Ohauiti Settlers Association, by proudly stating that the lockdown for the hamlet of Ohauiti was amazing. Neighbourhood support was revived and they believe everyone in the community was contacted.

Traffic and speed

Now things are seemingly back to normal, Shirley added that the speed limit on and around Ohauiti Road is unsafe. At the very least they think traffic signs should be erected, saying ‘Keep Left’, and they want Council to reconsider placing signage on the narrow dangerous roads.

Land Information Memorandum (LIM)

As a real estate agent, Shirley advises clients to purchase a building report and LIM before buying a property. She quoted Council LIM costs: standard 10 day service $240, urgent 4 day service $370. She further advised that a LIM is put into the name of the owner, and that if a solicitor wants to see a LIM he wants it in the vendors name. This means several people might apply for a LIM simultaneously. Shirley suggested as LIMS are now electronic, that further LIMs on the same property should incur a minimal administration fee.

Pirirākau Tiaki Taiao

Carlton Bidois apologised on behalf of Julie Shepherd and advised he was standing in as she was unable to attend the Forum.

Hapu Governance Board

Mr Bidois introduced some of the Hapu Governance Board environment team to the meeting and advised he would give an update on what is happening in Pirirakau. He introduced Cale Borell and Monique Neenee who are part of the Pirirakau Settlement Trust who assist Pirirakau with environmental issues etc. Cale has recently been seconded on to the Pirirakau Board. They are currently trying to put together a heritage planting programme around the rohe. On Tuesdays and Wednesdays they are available to meet with locals. Mr Bidois advised that attendees were welcome to speak with them and get their contact details after the meeting. They are there to help. The Governance structure has been restructured with the addition of some passionate rangitahi.

Goodall Road

Mr Bidois then spoke on Goodall Road which had been mentioned earlier in the evening as a Maori Road. He gave a background history of the road, from the Maori Land Court involvement through to the Council allowing illegal subdivision at the end of the road. Mr Bidois advised that the rangatahi of the hapu are happy to assist with queries, and he encouraged locals to get to know the young people of the hapu.

Pest Control

Pirirākau are trying to implement pest control across the Kaimai area. He mentioned that if people want to hear about different pest control methods in the area, a good person to contact would be Bay of Plenty Regional Council Councillor, Norm Bruning. Mr Bidois also announced that a recent successful application for funding will see employment for rangatahi to undertake pest control in the Kaimai Ranges.

Chair/ Cr Dean addressed the public providing information on attending public forums and using Antenno:

· Please get the message out there and support this Forum.

· To speak at a public forum interested parties must contact Council and register in advance so they can be included in the meeting agenda.

Antenno is the mobile phone app that enables people to communicate and connect with the Council. People can receive alerts and notifications to remain up-to-date. The app is an efficient method to give feedback and make service requests.

RECOMMENDATIONS TO COUNCIL/COMMITTEES:

10.2 Walkway / Cycleway Concerns – Te Puna Area

Concerns were raised at the Public Forum and by the Omokoroa Residents and Ratepayers Association of pedestrian safety on the combined walkway / cycleway along the Te Puna peninsula.

Committee Resolution KWF20-2.6

Moved: Cr M Grainger

Seconded: Cr M Murray-Benge

That the walkway / cycleway safety issue on the Te Puna peninsula be referred to staff and ask that they refer these concerns to the Policy and Monitoring Committee, and staff also report back to Ward and Forum members.

Carried

10.3 Puketoki Reserve Maintenance

In discussion, the issue of muddy areas in the carpark and exposed tree/plant roots was raised.

Committee Resolution KWF20-2.7

Moved: Mayor G Webber

Seconded: Cr M Grainger

That Puketoki Reserve maintenance concerns in regard to placing metal on carpark and tracks be referred to staff for consideration and action.

Carried

10.4 245 Te Puna Station Road

Concerns were raised by Te Puna Heartlands Incorporated in regard to 245 Te Puna Station Road and compliance with Consent conditions.

Committee Resolution KWF20-2.8

Moved: Cr M Dean

Seconded: Cr M Grainger

That the concerns regarding the 245 Te Puna Station Road business park are referred to staff with a view to sending them copies of the rules under which the business park must comply.

Carried

10.5 Omanawa Road - Road Concerns

The presentation by the Omanawa Hall Committee raised the dangers exiting out on to the state highway because parked large trucks often block vision for drivers.

Committee Resolution KWF20-2.9

Moved: Cr M Murray-Benge

Seconded: Mayor G Webber

That the matter regarding parked trucks blocking drivers vision is referred to staff to raise the with the New Zealand Transport Agency.

Carried

10.6 Concerns - Communication From Council

An issue was raised at the last forum regarding ‘completing the circle, where there is not a full connect to come back to people with answers when they go to Council. This was again highlighted.

Committee Resolution KWF20-2.10

Moved: Cr M Murray-Benge

Seconded: Mayor G Webber

That concerns regarding feedback on issues raised at meetings be forwarded to staff to work out a feedback loop for public forums.

Carried

The Meeting closed at 9.50pm

The minutes of this meeting will be confirmed at the Kaimai Ward Forum held on 10 September 2020.

...................................................

CHAIRPERSON

Maketu - Te Puke Ward Forum Meeting Minutes

23 June 2020

Unconfirmed

MINUTES OF Western Bay of Plenty District Council
Maketu - Te Puke Ward Forum Meeting No MTP20-2
HELD AT THE Maketu Fire Station, Maketu
ON Tuesday, 23 June 2020 AT 7:00pm

1 Present

Cr K Marsh, Cr M Lints, Cr G Dally and Cr J Scrimgeour, G Webber (Mayor),

2 In Attendance

M Taris (Chief Executive Officer), G Allis (Deputy CEO/Group Manager Infrastructure Services), J Pedersen (Group Manager People and Customer Services), P Marshall (EA People and Customer Services), C McGirr (Human Resources Coordinator)

3 Apologies

Apology

Committee Resolution MTP20-2.1

Moved: Cr G Dally

Seconded: Cr J Scrimgeour

That the apology for absence from Elected Members Ellis and Snell be accepted.

Carried

4 Consideration of Late Items

Nil.

5 Declarations of Interest

Nil.

6 Public Excluded Items

Nil.

7 Public Forum

Public Forum Adjourn Meeting

Committee Resolution MTP20-2.2

Moved: Mayor G Webber

Seconded: Cr J Scrimgeour

That the meeting adjourn for the purpose of holding a public forum.

Carried

Little Waihi Road Naming - Kevin Kiri

· The ‘Little Waihi’ road sign that is adjacent to Arawa Avenue, should be renamed as Maketu Road.

· Bledisloe Park Avenue was once named ‘Little Waihi Road’ and should still be named ‘Little Waihi Road’.

· The ‘Little Waihi’ road signs are likely to be stolen, this is an appealing and popular road sign for visitors.

· Mr Kiri would like to see the speed limit from Arawa Avenue to the village, changed from 70km to 50km as this is a dangerous stretch of road at 70km per hour.

· There is a dangerous ‘hump’ in the middle of the road on the last corner of Bledisloe Park Avenue. People are crossing the centreline to avoid this hump and are unable to see what’s coming from the other direction. Many motorhomes and caravans are using this road.

Te Puke Cemetery and Kiwifruit Shade Cloths – Andrea Marsh

· Te Puke Cemetery was the first cemetery in Te Puke.

· When the Te Puke Cemetery reached capacity, Dudley Vercoe Drive was established along with ‘Te Puke New Cemetery’. Therefore, the original cemetery was then named ‘Old Te Puke Cemetery’.

· The ‘Old Te Puke Cemetery’ should be renamed as this name does not positively represent settlers buried there. Examples given were those such as Settlers Cemetery or First Cemetery Te Puke.

· Renaming the cemetery would positively represent settlers buried there.

· Andrea acknowledged the Kiwifruit industry and applauds the success of Zespri.

· Zespri’s global marketing plan is ‘explore, launch, establish and enhance’. However, the white shelterbelt netting across the countryside is displeasing.

· Green netting is encouraged on the roadsides, whilst white netting is commonly used on the inside of the orchards. White netting is aesthetically unappealing and also reflects car lights.

· District Plan policies outline that white is not encouraged, however this is not strictly enforced.

· The South Island have banned white netting.

· Requests that Council look at this policy and requirements.

Sarah Clumont – No 1 Road

· In 2018 kiwifruit continued to be the largest horticulture exporter in New Zealand with exports exceeding 1.8 billion dollars.

· Sarah lives on No 1 Road, the same road as Trevelyan’s Pack and Cool House.

· To date, Trevelyan’s has sent 1.5 million trays of kiwifruit past the homes on No 1 Road, estimated at 17,000 trays per day. Close to 1,900 vehicles use No 1 Road daily.

· Road between Trevelyan’s and the main road is 2.7km long. This road was part of a pavement road built in 1969, meaning the 1.8 billion dollar kiwifruit industry is serviced by a 50 year old pavement road.

· The construction strength of the sub-base concrete varies significantly across this road.

· Road servicing and rehabilitation of this road has been minimal. Council’s Roading Engineer confirmed via email that funding for an upgrade has not been approved.

· Sarah regularly witnesses traffic noise including frequent ‘earthquakes’ from heavy traffic that shakes her home on a regular basis.

· No 1 Road is unsafe for pedestrians, including school-age children that use the road alongside heavy duty trucks and trailers.

· There is an online support group who share the same concerns regarding No 1. Road Te Puke.

Dean Flavell

· As a resident, also endorsed Sarah’s presentation regarding her concerns around No 1 Road Te Puke.

· Experiences the ‘earthquake’ shaking from the heavy trucks.

· The road itself has some dangerous sections.

Lorna Cooper

· Shared the same concerns regarding No 1 Road Te Puke.

· These residents put up their own ‘Trucks Slow Down’ sign.

· Has a large dip in the road outside of their driveway, truck drivers brake and then hit this bump which is disruptive for the residents.

· Also feel regular ‘earthquakes’.

Public Forum Meeting Reconvened

Committee Resolution MTP20-2.3

Moved: Cr J Scrimgeour

Seconded: Cr G Dally

That the meeting reconvene in formal session at 7.24pm.

Carried

8 Minutes for Receipt

9.1 Minutes of the Maketu - Te Puke Ward Forum Meeting held on 17 March 2020

Committee Resolution MTP20-2.4

Moved: Cr M Lints

Seconded: Cr J Scrimgeour

1. That the Minutes of the Maketu - Te Puke Ward Forum Meeting held on 17 March 2020 be received.

Carried

9 Reports

10.1 Minute Action Report

Committee Resolution MTP20-2.5

Moved: Mayor G Webber

Seconded: Cr G Dally

That the Minute Action Report be received.

Carried

10 Workshop

Suspension of Standing Orders

Committee Resolution MTP20-2.6

Moved: Cr M Lints

Seconded: Cr G Dally

A motion was moved that Council suspend standing orders.

Carried

Te Puke Economic Development Group (EDG) and New Zealand Kiwifruit Growers Incorporated (NZKGI) - Mark Boyle

· Presentation is available on request.

· Attended the Maketu-Te Puke Ward Forum to speak to Elected Members about key aspects that underpin our economy, particularly since recent events regarding COVID-19.

· Discussed economic drivers from eastern Papamoa Hills to Otamarakau, reinforcing the importance of local businesses in Te Puke and their economic drivers, highlighting that Te Puke is in a growth period.

· Emphasis on ‘keeping it local’, spending money locally, supporting local business.

· Advertisements on large billboards, in the Bay of Plenty Times and the Te Puke Times highlighting the communities of Te Puke. Reminding people to stick together and support local where possible.

· Te Puke EDG did a letterbox drop to help remind people what happens in Te Puke, and the value held in this community.

· More than 700 million dollars of kiwifruit is exported from Te Puke region.

· Discussed the growth in the kiwifruit industry in the Te Puke region, 40% of the national crop comes from Te Puke.

· Tens of thousands of people are employed throughout the kiwifruit season.

· Other industries provide economic support such as dairy farms, avocado orchards, forest and wood production, service sector, retail and so forth. Economic output is significant.

· Te Puke EDG has a Facebook campaign advertising local businesses every day. The public is learning of businesses they didn’t know existed.

· Kiwifruit orchards cover large land mass all throughout the region, producing millions of trays of green and gold kiwifruit.

· Large growth and outputs mean a need for more houses and other infrastructure.

· Rangiuru Business Park has been talked about for many years and could create 4,000 jobs and large economic output.

· Te Puke’s need for infrastructure is based on facts and solid forecasts for the future.

Councillor M Lints acknowledged that local businesses are thankful for the recognition and queried how new businesses could get involved. M Boyle advised that it’s a long term project and businesses are welcome to contact him to discuss how to get involved.

Community Hub Feasibility Study - Ian Hurlock and Julie Cross

· Presented regarding the feasibility study for a Maketu Community hub. Presentation is available on request.

· In 2014 Western Bay of Plenty District Council reviewed the Maketu Community Plan. The strongest need identified was the need for a community facility.

· The purpose of the feasibility study was to see if that demand still existed, to review the current facilities, what was already available (did not want projects to overlap) and identify what the community wanted.

· Study took place via social media, community drop-ins, and collecting of information from the community and organisations.

· The community was asked ‘what facilities would you like to have in a new multi-use centre/hub?’. The top three responses were for sports facilities, a multi-use space and an education and training facility.

· The study identified possible stakeholders who had an interest in the hub, such as and not limited to Educare, Maketu School, The Hauhora, Maketu Rotary, ST Johns Church, Sports groups and emergency services (including the Police and DHB).

· The conclusion was drawn that there’s a strong desire for a multi-purpose building with a cultural and sporting theme.

· Requirements for a successful community building were identified: funding, to avoid duplication with other facilities, to incorporate current buildings into the project and lastly, community support which is essential.

· The next steps to take are to develop a working group, a concrete plan, take the concept to the Community Board and once agreed take the plan to the community.

Councillor K Marsh summarised by acknowledging that Council have bought land close by that may be suitable. This was an effective study to understand what the Maketu community wants.

Te Puke Police – Sargent Mike Owen

· Mike Owen is the Sargent in charge of the Te Puke Police station

· Thanked the Council for the implementation of Automatic Number Plate Recognition (ANPR) cameras. Since April, they have had 300 applications for wanted vehicles. These cameras assist in their discovery.

· Sargent Owen provided an example of how an APNR camera helped locate a stolen car within 5 minutes of the APNR camera activation. This was just one example of how APNR cameras are of value to the Police and therefore, the community.

· The largest issue in Maketu at the moment is rural burglaries where goods such as chainsaws, motorbikes, trailers and more are being stolen.

· Community patrols are usually in place, doing letterbox drops to update the community on what’s happening e.g. rural burglaries. This has been put on hold since COVID-19 but hopes to start up again soon.

· The community needs to take prevention steps, locking up goods as best as possible. Another option is to have cameras on your gates to see who’s coming into your property. This is also a great tool for apprehension, if required.

· The COVID-19 community checkpoints provided a great relationship building opportunity between Maketu residents and the Police. Sargent Owens publically thanked Marsella and Lee Edmonds for the role they played.

· Board member S Beech had offered the Police an office at the Maketu Community Centre on a Thursday. This will start this Thursday 25 June.

Te Puke Town – Alan Beaver

· Discussed the plantings situated in Te Puke which are dangerous and restrict traffic’s vision.

· No 3 Road also has tall plants that restrict vision for vehicles turning out of the road.

· Atuaroa Ave has similar visibility issues due to plants.

· Disagrees with one lane in Te Puke.

· Requests that Council create an environment where traffic has clear visibility in Te Puke.

Dean Flavell – Kaituna River

· Provided a presentation on Te Tini a Tuna – Kaituna Action Plan 2019-2029. This presentation is available on request.

· Mr Flavell is the chairperson of Te Maru o Kaituna River Authority, a co-governance entity which involves Council’s four Territorial Authorities and five Iwi.

· The co-governance team put together a document around the Kaituna River and its catchment. This document then allowed for the Te Tini a Tuna – Kaituna Action Plan 2019-2029 to be developed.

· Values of Te Tini a Tuna are kia whakakotahi – integrated thinking, kia whakapiri – collective action, kia whakamarama – collective enlightenment, kia whakamana – community empowerment.

· Vision is e ora ana te mauri o te Kaituna, e tiakina ana hoki mō ngā whakatupuranga ō nāianei, ō muri nei hoki - that the Kaituna river is in a healthy state and protected for current and future generations.

· Three priority actions were identified. 1) Take collective responsibility for improving the health and wellbeing of the Kaituna River and its tributaries, 2) create a network of healthy and diverse Kaituna habitats and ecosystems, and 3) connect our communities and visitors to our river and to our projects.

· Under these priority actions, multiple projects have been identified:

Project 7 - Wetland re-creation project

· Looks at various projects within the Kaituna catchment. Usually led by Bay of Plenty Regional Council and land owners.

· Planting programme starts on 24 June 2020 with Bay of Plenty Regional Council, Tumu Kawa, Bay Conservation Alliance and Maketu Ōngātoro Wetland Society.

Project 10 - Kaituna Community Connection Project

· Connecting and planning, identifying who’s doing what, bringing people together to work together. Looking at what projects they can do within Council’s ten year plan

· Aim is for one community event to take place each year

· Goal in original strategy was to create 100 hectares of wetland which has almost been achieved. Desire is to create the largest wetland in the Bay of Plenty.

Project 11 - Kaituna River Access Project

· The lead agent is Western Bay of Plenty District Council with key partners supporting (Tauranga City Council, Bay of Plenty Regional Council, Tangata Whenua, Fish & Game and Kaituna Community) to encourage people to engage with the river

· Initiatives include reconnecting people with river via kayaking, swimming and more.

Project 12 – Kaituna Cycleway and Walkway Project

· The lead agent is Western Bay of Plenty District Council. Looking at the positive aspects that invite people to connect. Need to talk to like-minded communities, share with communities and talk to tangata whenua for the project to be a success.

Project 13 - Kaituna Cultural and Historical Heritage Project

· For example, when building a cycleway or ‘passages to places’, what is the history and how should this be interpreted. Ensuring historical heritage is represented accurately.

· There’s also a possible collaboration opportunity with Maketu Hoe Waka. Maketu Hoe Waka has recently relocated to Kaituna River Road which is not suitable for young, primary aged children.

· There is the possibility for Maketu Hoe Waka to utilise the river and run waka ama, bringing more people to Maketu.

Geoff Oliver – Joint Proposal Kaituna River Facilities

· Acknowledged Elected Members and Council staff

· Presented on behalf of Coastguard, a joint proposal with Maketu Coastguard, Te Maru o Kaituna and Maketu Hoe Waka.

· Proposed new ideas after meeting with Te Maru o Kaituna who wish to put in historical sites at the possible new facilities (near the new boat ramp in Maketu).

· Met with Maketu Hoe Waka, New Zealand Motorhome Association and Freedom Campers

· Facilities proposal map can be made available on request (slide 25 on Dean Flavell’s presentation).

· Boating activities will increase in the next 10-20 years, meaning the current boat and trailer park won’t have sufficient parking available.

· Spaces identified for motorhomes, freedom campers, toilets, future boat and trailer parking, coastguard building, the Maketu cycleway, a training centre.

· Maketu Coastguard needs a better, more suitably situated building to store emergency equipment that also provides better access to the water for faster emergency response.

· Maketu Coastguard has identified an area that would be suitable for their needs.

· Letters of support have been received from the New Zealand Police, St John, Fire and Emergency New Zealand Royal NZ Coastguard Boating Education and Hon Anne Tolley – Member of Parliament for East Coast.

· Some funds have been raised, and the Coastguard will raise further funds in the future.

· Maketu Coastguard unit was voted unit of the year, out of 78 units in 2018 and 2019.

Helen Potter – 58 No. 1 Road

Helen Potter addressed the forum regarding speed restrictions and rebuilding on No 1 Road.

· Ms Potter acknowledged that it takes time to rebuild the road. However, in the interim how do we reduce the speed limit from the State Highway to 98 No 1 Road, as this appears to be the worst effected area.

· Trevelyan’s expansions and new housing have been approved and built over the years, but no infrastructure support has been actioned. Why has funding towards local road improvements not been provided?

· Can clarity be provided on speed restrictions, and is Council the correct body to approach on this matter? If the speed was reduced to 50 or 60km throughout the identified stretch, it would have an immediate improvement on the ‘earthquake’ effect and quality of life for residents of the road.

· Residents are woken at 4am due to the movement of trucks. Concrete on a four year old home has cracked, convinced this is due to the disruption from the road.

· Councillors advised that, in the coming months, a review of the Speed Limit Bylaw will be seeking community consultation and feedback. Once this review has been completed, Council then goes through the process to publically notify in the New Zealand gazette, to be enforced by the Police.

· Lorna Cooper, resident of No 1 Road, advised they are in the 50km zone however have the issue that people still travel at 60 to 70km regardless of the speed restrictions. Residents are of the opinion that the installation of water pipes has made this issue worse. Has this affected the integrity of the already questionable road, and why was this not identified prior to the pipe installation.

Boyd Harris and Andrew McDowell - Pukehina Surf Club

· The Surf Club covers the area between Maketu and Thornton and has 136 members. Last summer, the Surf Club carried out 1,937 preventative actions.

· Six years ago the club started the process to rebuild the Surf Club building to make it fit for purpose. It is unlikely that the current building would pass a Building Warrant of Fitness. It has lasted well beyond its life expectancy considering the highly corrosive environment it is situated in.

· The Resource Consent for the building was granted two years ago.

· The proposed building will be 530m, over three stories.

· The top story will be an operational area to look over the Little Waihi bar. The middle level will be multi functional to cater for training, cafeteria and meeting space. The bottom level will be operational.

· The Surf Club is a great cause and members are proud to be a part of the group, however, funding is becoming a serious need.

· COVID-19 has had an impact on the certainty of what funding will be available. The Club has self-funded to date and current funding is up to $1.6 million. They are conscious of not creating funding fatigue.

· Total cost is projected to be $3.6 million, this has been valued by a quantity surveyor.

· The Surf Club has an upcoming community engagement for fundraising. This includes a Polar Plunge on 4 July 2020 and a Moana to Maunga walk challenge on 18 July 2020.

· What is the process for applying to Council for funding support?

· A temporary premises/cabin will also be required throughout the build. The Club is currently looking at the reserve opposite the Hippy Pippy. A Club member behind this reserve has a storage shed that can be used.

Maketu Community Board - Shane Beech

· Member Beech thanked the Forum for coming out to Maketu for this meeting.

· It is great to see contractors back in to Maketu post-COVID-19 and that works are restarting. Now the community is waiting for the cycleway to be progressed.

· Thank you to Julie Cross and Ian Hurlock for the comprehensive community hub feasibility study that they have presented to the Forum.

· Member Beech expressed support for Te Maru o Kaituna River Authority group and requested that Council maintain momentum with this project.

Te Puke Community Board - Richard Crawford

· The Community Board membership is completely new this triennium. They are all still learning, but have a great representation across demographics

· They have been active throughout the community response to COVID-19

· The third Community Board meeting since elections was held last week

· It was interesting to hear the concerns around No. 1 Road and these have been noted

· They plan to move forward by consulting positively and collaborating with the community

· Community led projects are a powerful way forward. Member Crawford thanked the community groups for their presentations, and supports the collaboration with the Coastguard.

Paengaroa Community Association Incorporated - Clifford McNaughton

· Paengaroa Community Association is a group of volunteers. They have recently finished work at Conway Reserve.

· The Association has recently received funding from Seeka to put up signs around Paengaroa, depicting the village’s history. This is planned for Monday 29 June 2020.

· Mr McNaughton provided an update that the speed limit on State Highway 33, which is being reduced to 60km per hour. This change comes into effect on Monday 29 June 2020. This also has an impact on automatically lowering the speed on Wilson Road South to also be 60km per hour. It was asked if the Police can please monitor and enforce the new speeds.

· Sargent Owens confirmed that Te Puke Police complete regular patrols in this area.

11 Recommendations to council/committees

11.1 Kevin Kiri - Little Waihi Road Naming

Committee Resolution MTP20-2.7

Moved: Cr K Marsh

Seconded: Cr J Scrimgeour

Staff to research why the road name was renamed from Little Waihi Road to what is now, Bledisloe Park Avenue, and make a decision on progressing this

Carried

11.2 Andrea Marsh

Committee Resolution MTP20-2.8

Moved: Cr K Marsh

Seconded: Cr J Scrimgeour

In relation to the road name change from Little Waihi Road to Bledisloe Park Avenue. Staff to review what the current District Plan rules are, and report findings to the Policy Committee for a decision.

Carried

11.3 Sarah Clumont and Helen Potter - No 1 Road

Committee Resolution MTP20-2.9

Moved: Cr K Marsh

Seconded: Cr J Scrimgeour

Response to be provided by Gary Allis on the current planned works for No. 1 Road, when these are to take place and an overview of the upcoming Speed Limits Bylaw Review.

Mayor Webber to prepare a letter to the District Commander recommending policing on No. 1 Road.

Carried

11.4 Maketu Community Hub

Committee Resolution MTP20-2.10

Moved: Cr K Marsh

Seconded: Cr J Scrimgeour

The Maketu Community Hub project is to be referred to the Long Term Plan process.

Carried

11.5 Alan Beaver

Committee Resolution MTP20-2.11

Moved: Cr K Marsh

Seconded: Cr J Scrimgeour

Staff to notify Mr Beaver and the public on the timing of the plan to put in the ‘Trish Waugh’ landscaping recommendations of shorter plants. This will be in stages, starting with low visibility intersections.

Carried

11.6 Dean Flavell - Te Maru o Kaituna River Authority

Committee Resolution MTP20-2.12

Moved: Cr K Marsh

Seconded: Cr J Scrimgeour

Council’s involvement with the Te Maru o Kaituna River Authority Group is to be referred to the Long Term Plan.

Carried

11.7 Maketu Coastguard - Kaituna River

Committee Resolution MTP20-2.13

Moved: Cr K Marsh

Seconded: Cr J Scrimgeour

The Ford Road Concept Plan in the Ward Management Plan will be referred for consultation with the community. Staff to provide comment on this process.

Carried

11.8 Pukehina Surf Club

Committee Resolution MTP20-2.14

Moved: Cr K Marsh

Seconded: Cr J Scrimgeour

Staff to work with the Surf Club on the funding for public toilets, to be referred and decided through the Long Term Plan process. Staff to work with the Surf Club on the temporary location of a container during the building process.

Carried

The Meeting closed at 9.07pm.

The minutes of this meeting were confirmed at the Maketu - Te Puke Ward Forum held on 17 September 2020.

...................................................

CHAIRPERSON

Council Meeting Minutes

25 June 2020

Unconfirmed

MINUTES OF Western Bay of Plenty District Council
Council Meeting No C20-8
HELD AT THE Council Chambers, Barkes Corner, Tauranga
ON Thursday, 25 June 2020 AT 9.30am

1 Present

Mayor G Webber (Mayor), Deputy Mayor J Scrimgeour, Cr G Dally, Cr M Dean, Cr J Denyer, Cr M Grainger, Cr A Henry, Cr C Humphreys, Cr K Marsh, Cr M Murray-Benge and Cr D Thwaites

2 In Attendance

M Taris (Chief Executive Officer), G Allis (Deputy CEO/Group Manager Infrastructure Services), J Pedersen (Group Manager People and Customer Services), K Perumal (Group Manager Finance and Technology Services), R Davie (Group Manager Policy Planning and Regulatory Services), E Watton (Policy and Planning Manager), D Pearce (Community Manager), I Butler (Finance Manager), D Jensen (Senior Financial Planner), G Payne (Strategic Advisor), L Balneaves (EA Finance and Technology Services ), L Balvert (Senior Communications Specialist), R Woodward (Communications Specialist), and Steve McDowell (Governance Support)

3 Apologies

Apology

Resolution C20-8.1

Moved: Cr M Grainger

Seconded: Cr D Thwaites

That the apology for absence from Cr Lints be accepted.

Carried

4 Consideration of Late items

The Mayor advised there was a late item for the Council to consider for inclusion in the open section of the agenda, being: “Recommendatory Report from the Annual Plan and Long Term Plan Committee for Adoption of Dog Registration Fees and Charges (Dog Control Act 1996) 2020/2021”

The reason that this item was not included on the agenda was that it was not available when the agenda was produced and it could not be delayed to the next scheduled Council meeting because it is required to be adopted within a legislative deadline.

Resolution C20-8.2

Moved: Cr M Murray-Benge

Seconded: Cr J Denyer

1. THAT, in accordance with Section 46A (7) of the Local Government Official Information and Meetings Act the following item be considered as a late item of (open/public excluded) business:

Recommendatory Report from the Annual Plan and Long Term Plan Committee for Adoption of Dog Registration Fees and Charges (Dog Control Act 1996) 2020/2021.

Carried

5 Declarations of Interest

Nil

6 Public Excluded Items

Nil

7 Public Forum

Nil

8 Council and Committee Minutes for Confirmation

8.1 Minutes of the Annual Plan and Long Term Plan Committee Meeting held on 26 May 2020

Resolution C20-8.3

Moved: Cr M Murray-Benge

Seconded: Cr A Henry

That the Minutes of the Annual Plan and Long Term Plan Committee Meeting held on 26 May 2020 be received and the recommendations therein be adopted.

Carried

9 Reports

9.1 Local Government Funding Agency ("LGFA") Notice of Special General Meeting

Resolution C20-8.4

Moved: Cr D Thwaites

Seconded: Cr M Grainger

That the Council:

(a) Receives the Local Government Funding Agency Limited’s Notice of Special General Meeting report.

(b) Approves the amendments to the foundation policies of the Local Government Funding Agency Limited.

(c) Approves by way of proxy, the Group Manager Finance and Technology to attend the Special General Meeting as shareholder representative of Western Bay of Plenty District Council.

Carried

9.2 Recommendations from the Annual Plan and Long Term Plan Committee: Adoption of the Annual Plan 2020-2021 and the Schedule of Fees and Charges 2020-21

Resolution C20-8.5

Moved: Deputy Mayor J Scrimgeour

Seconded: Cr J Denyer

That:

1 Council adopt the Annual Plan 2020/21 (Attachment A) as amended in accordance with the draft Annual Plan and Long Term Plan Committee resolutions contained in the Minutes of APLTP20-2 dated 26 May 2020.

2 In accordance with sections 82 and 150 of the Local Government Act 2002, the Schedule of Fees and Charges 2020-21 (Attachment B) excluding Dog Control be adopted as amended in accordance with the Annual Plan and Long Term Plan Committee resolutions contained in the Minutes of APLTP20-2 dated 26 May 2020.

3 The report relates to an issue that is considered to be of high significance in terms of Council’s Significance and Engagement Policy.

4 The Chief Executive Officer be delegated authority to make such minor editorial changes to the Annual Plan 2020/21, Schedule of Fees and Charges 2020-21 as may be required prior to printing

Carried

9.3 Setting of Rates for 2020/21 Financial Year

The Group Manager Finance and Technology Services updated the Council on requirements for the rates resolutions including the process for collecting rates and applying rating policies. He advised that the Funding Impact Statement had been independently legally reviewed, and that Council was legally compliant in its process for the setting of rates.

In answer to a question on interest being charged on the rates remission policy, the Group Manager Finance and Technology Services advised that the policy allows Council the option to charge interest if applications under the policy were received.

In discussion, members noted that Council was in a strong financial position and that future funding affordability was an area that Council would need to manage carefully.

The Mayor noted the effects of the global financial crisis, PSA disease and Covid-19 on the Council finances. He noted that the staff and elected members had worked hard to produce a responsible annual plan for 2020-2021.

Resolution C20-8.6

Moved: Cr D Thwaites

Seconded: Cr M Grainger

That:

1 The Senior Financial Planners’ report titled ‘Setting of Rates for 2020/21 Financial Year’ be received.

2 The report relates to an issue that is considered to be of high significance in terms of Council’s Significance and Engagement Policy.

3 Western Bay of Plenty District Council notes that the rates to be set are expressed exclusive of Council’s GST obligations but the amount of the rate assessed and invoiced will include GST at the prevailing rate at the time of supply.

4 The Western Bay of Plenty District Council sets the rates as attached (Attachment 1) under section 23 of the Local Government (Rating) Act 2002, on rating units in the District for the financial year commencing on 1 July 2019 and ending on 30 June 2020.

5 In accordance with its Rates Postponement for Homeowners Aged Over 65 years Policy, the Western Bay of Plenty District Council sets the following fees under section 88 of the Local Government (Rating) Act 2002 for the financial year commencing on 1 July 2019 and ending on 30 June 2020:

(i) Application Fee - $50

A fee of $50 will be added to the rates when Council offers postponement. This fee is non-refundable and covers the administration costs associated with processing the application.

(ii) Counselling Fee - $300

A fee of up to $300 may be charged once professional counselling has commenced. This fee is to fund the cost of professional counselling so that an informed decision can be made by an applicant on whether or not to proceed with their application to join the scheme.

(iii) Other Fees

Such other incidental fees as may be necessary to process the application. Any fees charged under this heading will be third party fees and would change from time to time. Any fees charged under this heading will be discussed with any prospective applicant at the time of making their application.

Interest at wholesale bank rate plus bank margin negotiated, plus applicable bank administration costs (bank rate and margin are exempt from GST). This interest is the interest charged by the bank from time to time and is made up of the bank wholesale rate at the time of each penalty date, plus an additional 25 basis points, and represents the interest rate payable by the applicant, on rates postponed.

In addition, Council will charge 1.25% excluding GST for on-going administration and reserve fund fees.

6 The Western Bay of Plenty District Council sets the due dates for payment of rates, except water consumption rates set under section 19 of the Local Government (Rating) Act, for the financial year commencing 1 July 2020 and ending on 30 June 2021 as follows:

(i) All rates will be payable in two equal instalments:

· The due date for instalment one will be 25 September 2020

· The due date for instalment two will be 26 February 2021

7 The Western Bay of Plenty District Council sets that the water consumption rates (set under section 19 of the Local Government (Rating) Act) for the financial year commencing 1 July 2020 and ending on 30 June 2021 will be invoiced twice during the year and the due dates for payment will be 30 days from the date of each invoice being issued.

8 Under sections 57 and 58 of the Local Government (Rating) Act 2002, the following penalties be applied to unpaid rates, except water consumption rates (set under section 19 of the Local Government (Rating) Act):

(i) A charge of 10 percent on so much of any instalment that has been assessed after 1 July 2020 and which remains unpaid after the relevant due date stated above, to be added on 23 October 2020 for instalment one and 26 March 2021 for instalment two.

(ii) A charge of 10 percent on so much of any rates assessed before 1 July 2020, which remains unpaid on 2 July 2020, will be made on that date.

(iii) A further charge of 10 per cent on any rates to which a penalty has been added under (ii) above, that remain unpaid, to be added on 2 January 2021.

9 Where all outstanding rates and the rates for the 2020/21 year are paid by close of business 25 September 2020, under section 55 of the Local Government (Rating) Act 2002 a discount of 3% on current rates be allowed, with the exception of metered water consumption charges which do not qualify for discount.

10 Rates shall be payable by any of the following methods:

(i) Online

(ii) Direct Debit (annually, invoice due date or monthly payments)

(iii) Automatic payment

(iv) Internet/telephone banking

(v) Cheque (post or in person)

(vi) EFTPOS or cash at Council’s office, libraries and service centres – between the hours of 8.00 am and 5.00 pm, Monday to Friday.

11 Council will continue to collect rates on behalf of the Bay of Plenty Regional Council. The rates collected will be as specified in the rates resolution of the Bay of Plenty Regional Council.

Carried

LATE ITEM

9.4 Recommendatory Report from the Annual Plan and Long Term Plan Committee for Adoption of Dog Registration Fees and Charges (Dog Control Act 1996) 2020/2021

The report from the Senior Financial Planner was circulated to elected members.

Resolution C20-8.7

Moved: Cr M Murray-Benge

Seconded: Cr J Denyer

1. That Council adopts the 2020-2021 dog fees and charges and that they be approved for public notification in accordance with the Dog Control Act 1996.

2. That the report relates to an issue that is considered to be of low significance in terms of Council’s Significance and Engagement Policy.

Carried

10 Information for Receipt

Nil

4 Monitoring/Information for Receipt

Nil

52 Resolution to Exclude the Public

Nil

The Meeting closed at 9.55am

The minutes of this meeting were confirmed at the Council Meeting held on 13 August 2020.

...................................................

CHAIRPERSON

Council Meeting Minutes

1 July 2020

Unconfirmed

MINUTES OF Western Bay of Plenty District Council
Council Meeting No. C20-9 HELD AT Trustpower Baypark arena (suite 1), 81 Truman Lane, Mount Maunganui ON Wednesday, 1 July 2020 On conclusion of the Smartgrowth Leadership Group Meeting held prior

Commenced at 2.00pm

1 Present

Mayor G Webber (Chairperson), Deputy Mayor J Scrimgeour, Cr G Dally, Cr M Dean, Cr J Denyer, Cr M Grainger, Cr A Henry, Cr C Humphreys, Cr M Murray-Benge and Cr D Thwaites

2 In Attendance

M Taris (Chief Executive Officer), G Allis (Deputy CEO/Group Manager Infrastructure Services), R Davie (Group Manager Policy Planning and Regulatory Services), P Martelli (Resource Management Manager) and B Clarke (Senior Governance Advisor)

Others

BOP Regional Council Chairperson D Leeder, Councillors and Chief Executive Officer F McTavish

Tauranga City Council Mayor T Powell, Councillors and Chief Executive Officer M Grenfell

SmartGrowth Leadership Group Members

Urban Form & Transport Initiative Project Team Members

Ken Tremaine (Strategic Advisor to SmartGrowth)

Ernest Zoller (Kaiaki for Place-based Policy & Programmes Team, Ministry of Housing & Urban Development)

A member of the press

3 Apologies

Apologies

Resolution C20-9.1

Moved: Cr A Henry

Seconded: Deputy Mayor J Scrimgeour

That the apologies for absence from Crs Marsh and Lints be accepted.

Carried

4 Consideration of Late Items

Nil

5 Declarations of Interest

Nil

6 Public Excluded Items

Nil

7 Public Forum

Nil

8 Reports

8.1 Adoption of Urban Form and Transport Initiative (UFTI) Final Report

The Urban Form and Transport Initiative (UFTI) Final Report outlined an optimal land use and transport programme for the western Bay of Plenty sub-region over the next 50 years. The UFTI Project Team had developed a Business Case and Delivery Plan for a Connected Centres Programme that would help sustain predicted growth in the sub-region.

Mayor Webber introduced the report, noting the following:

· While the final report was the result of a twelve month project of significant work and collaboration amongst partners, what set it apart from previous reports was the commitment to include it in relevant Long Term Plans and Regional Land Transport Plans.

· It would give Central Government and Western Bay’s communities the assurance that Council was commited to implementing the plans and actions outlined in the Programme Business Case and Delivery Plan.

· Strong cities and regions were built on the movement of people and goods, so the report’s emphasis on increasing transport options and access across the sub-region and upper North Island was a positive.

· Maximising available land to support a multimodal transport system meant that there could be greater confidence about where and how affordable houses could be build, and also ensured that freight access to the Port of Tauranga could be supported and protected.

WBOPDC Councillors each expressed their views and support of the project and final report.

Mayor Webber acknowledged the contribution of the UFTI Project Team and all key participants. In particular, he expressed appreciation to WBOPDC’s Chief Excutive Officer; Deputy CEO/Group Manager Infrastructure Services; Group Manager Policy Planning and Regulatory Services and Resource Management Manager for their significant contribution.

Resolution C20-9.2

Moved: Cr D Thwaites

Seconded: Cr M Dean

That the Western Bay of Plenty District Council:

(a) Receives the Urban Form and Transport Initiative (UFTI) Final Report July 2020.

(b) Endorses the Urban Form and Transport Initiative (UFTI) Final Report as a Programme Business Case to guide land use and transport investment processes under a range of plans and work programmes, including Long Term Plans, the Regional Land Transport Plan and the National Land Transport Plan and the first iteration of the new Joint Spatial Plan for the western Bay of Plenty sub-region.

(c) Notes the role of the SmartGrowth Leadership Group as the Portfolio Manager for the Programme and requests the Chair prepares a reporting framework for SmartGrowth Leadership Group approval at its next meeting.

(d) Requests that the Chair develop a project plan for the finalisation of the new Joint Spatial Plan including an iwi spatial layer and public engagement to be completed by 1 April 2021.

(e) Notes that the SmartGrowth Leadership Group has delegated the Leadership Group Chair and Deputy Chair authority to make minor changes to the final Urban Form and Transport Initiative (UFTI) Programme Business Case to address errors or omissions.

(f) Approves the Urban Form and Transport Initiative (UFTI) Final Report July 2020.

(g) Acknowledges the work and contribution of the Urban Form and Transport Initiative (UFTI) team; the Project Leadership Team and Chair; partner governance and staff including government officials; tāngata whenua; stakeholders and SmartGrowth Forums in the preparation of the UFTI Programme Business Case.

Carried

9 Information for Receipt

Nil

10 Monitoring/Information for Receipt

Nil

11 Resolution to Exclude the Public

Nil

The meeting concluded at 2.13pm.

The minutes of this meeting were confirmed at the Council Meeting held on 13 August 2020.

...................................................

MAYOR / CHAIRPERSON

Council Meeting Minutes

2 July 2020

Unconfirmed

MINUTES OF Western Bay of Plenty District Council
Council Meeting No. C20-10 HELD AT THE Council Chambers, Barkes Corner, Tauranga ON Thursday, 2 July 2020 AT 9:30am

1 Present

Mayor G Webber (Chairperson), Deputy Mayor J Scrimgeour and Councillors G Dally, M Dean, J Denyer, M Grainger, A Henry, C Humphreys, M Lints, K Marsh, M Murray-Benge and D Thwaites

2 In Attendance

M Taris (Chief Executive Officer), G Allis (Deputy CEO/Group Manager Infrastructure Services), K Perumal (Group Manager Finance and Technology Services), R Davie (Group Manager Policy Planning and Regulatory Services), D Pearce (Community Manager), B Whitton (Customer Experience Manager), G Payne (Strategic Advisor), L Balvert (Senior Communications Specialist) and B Clarke (Senior Governance Advisor)

Community Boards

B Warren, (Chairperson) and J Clements (Member) of Katikati Community Board

3 Apologies

Nil

4 Consideration of Late Items

4.1 Late Item: Katikati Community and Town Plan Review

The Mayor advised that a late item report titled ‘Katikati Community and Town Plan Review’ could not be delayed until the next Council meeting, as it was a matter of timing in relation to approval to engage a contractor to undertake work.

Resolution C20-10.1

Moved: Mayor G Webber

Seconded: Cr D Thwaites

That the late item, being a report titled ‘Katikati Community and Town Plan Review’ dated 2 July 2020 be accepted and dealt with as the last item on the open agenda.

Carried

5 Declarations of Interest

Nil

6 Public Excluded Items

Nil

7 Public Forum

Nil

8 Community Board Minutes for Receipt

8.1 Minutes of the Waihi Beach Community Board Meeting held on 3 February 2020

Resolution C20-10.2

Moved: Cr A Henry

Seconded: Cr C Humphreys

That the minutes of the Waihi Beach Community Board Meeting held on 3 February 2020 be received.

Carried

8.2 Minutes of the Omokoroa Community Board Meeting held on 4 February 2020

Resolution C20-10.3

Moved: Cr A Henry

Seconded: Cr C Humphreys

That the minutes of the Omokoroa Community Board Meeting held on 4 February 2020 be received.

Carried

8.3 Minutes of the Maketu Community Board Meeting held on 11 February 2020

Resolution C20-10.4

Moved: Cr A Henry

Seconded: Cr C Humphreys

That the minutes of the Maketu Community Board Meeting held on 11 February 2020 be received.

Carried

8.4 Minutes of the Katikati Community Board Meeting held on 12 February 2020

Resolution C20-10.5

Moved: Cr A Henry

Seconded: Cr C Humphreys

That the minutes of the Katikati Community Board Meeting held on 12 February 2020 be received.

Carried

8.5 Minutes of the Te Puke Community Board Meeting held on 13 February 2020

Resolution C20-10.6

Moved: Cr A Henry

Seconded: Cr C Humphreys

That the minutes of the Te Puke Community Board Meeting held on 13 February 2020 be received.

Carried

8.6 Minutes of the Waihi Beach Community Board Meeting held on 8 June 2020

Resolution C20-10.7

Moved: Cr A Henry

Seconded: Cr C Humphreys

That the minutes of the Waihi Beach Community Board Meeting held on 8 June 2020 be received.

Carried

8.7 Minutes of the Omokoroa Community Board Meeting held on 9 June 2020

Resolution C20-10.8

Moved: Cr A Henry

Seconded: Cr C Humphreys

That the minutes of the Omokoroa Community Board Meeting held on 9 June 2020 be received.

Carried

8.8 Minutes of the Katikati Community Board Meeting held on 10 June 2020

Resolution C20-10.9

Moved: Cr A Henry

Seconded: Cr C Humphreys

That the minutes of the Katikati Community Board Meeting held on 10 June 2020 be received.

Carried

8.9 Minutes of the Maketu Community Board Meeting held on 16 June 2020

Resolution C20-10.10

Moved: Cr A Henry

Seconded: Cr C Humphreys

That the minutes of the Maketu Community Board Meeting held on 16 June 2020 be received.

Carried

9 Council and Committee Minutes for Confirmation

9.1 Minutes of the Extraordinary Council Meeting held on 12 May 2020

Resolution C20-10.11

Moved: Cr M Grainger

Seconded: Cr M Dean

That the minutes of the Extraordinary Council Meeting held on 12 May 2020 be received and the recommendations therein be adopted.

Carried

9.2 Minutes of the Council Meeting held on 21 May 2020

Resolution C20-10.12

Moved: Cr M Grainger

Seconded: Cr M Dean

That the minutes of the Council Meeting held on 21 May 2020 be received and the recommendations therein be adopted.

Carried

9.3 Minutes of the Audit and Risk Committee Meeting held on 21 May 2020

Resolution C20-10.13

Moved: Cr M Grainger

Seconded: Cr M Dean

That the minutes of the Audit and Risk Committee Meeting held on 21 May 2020 be received and the recommendations therein be adopted.

Carried

9.4 Minutes of the Performance and Monitoring Meeting held on 9 June 2020

Resolution C20-10.14

Moved: Cr M Grainger

Seconded: Cr M Dean

That the minutes of the Performance and Monitoring Meeting held on 9 June 2020 be received and the recommendations therein be adopted.

Carried

9.5 Minutes of the Policy Committee Meeting held on 16 June 2020

Resolution C20-10.15

Moved: Cr M Grainger

Seconded: Cr M Dean

That the minutes of the Policy Committee Meeting held on 16 June 2020 be received and the recommendations therein be adopted.

Carried

10 Council and Committee Minutes for Receipt

10.1 Minutes of the Tauranga Moana / Te Arawa ki Takutai Partnership Forum Meeting held on 10 February 2020

Resolution C20-10.16

Moved: Cr M Grainger

Seconded: Cr M Dean

That the minutes of the Tauranga Moana / Te Arawa ki Takutai Partnership Forum Meeting held on 10 February 2020 be received.

Carried

11 Reports

11.1 Right of Way and Storm water Easement over Maruia Place to Perkins Drive Reserve in favour of proposed Lots 1 and 2 being a subdivision of Lot 7 DPS 34526 (RC 11495S)

Resolution C20-10.17

Moved: Cr M Murray-Benge

Seconded: Cr D Thwaites

1. That the Legal Property Officer – Reserves and Facilities’ report dated 31 March 2020 and titled ‘Right of Way and Storm Water Easement over Maruia Place to Perkins Drive Reserve in Favour of Proposed Lots 1 and 2 being a Subdivision of Lot 7 DPS 34526 (RC11495S)’ be received.

2. That the report relates to an issue that is not considered significant in terms of Council’s Policy on Significance

3. That having considered the provisions of Section 48 (3) of the Reserves Act 1977, Council, in its capacity as administrating authority, does not require public notification of its intention to grant a right-of-way easement for the reasons contained in Section 2 of the report.

4. That pursuant to the authority delegated by the Minister of Conservation to the Western Bay of Plenty District Council, and the provisions of Section 48 of the Reserves Act 1977, Council hereby consents to the creation of a right of way and storm water easement shown on the attached plan (Attachment 1) to allow proposed Lots 1 and 2 being subdivided from Lot 7 DPS 34526 the ability to provide access and discharge storm water over Lot 16 DPS 34526 (the reserve) subject to:.

(a) The applicant paying compensation to Council for the value of the easement as assessed by a registered valuer; and

(b) The Easement agreement includes conditions that protects Council against future maintenance; and

Carried

11.2 Stormwater Easement over Te Puna Estuary Esplanade Reserve - 76C Gill Lane

Resolution C20-10.18

Moved: Cr D Thwaites

Seconded: Cr M Murray-Benge

1. That the Legal Property Officer – Reserves and Facilities’ report dated 21 May 2020 and titled Storm Water Easement Over Part of Te Puna Estuary Esplanade Reserve be received.

2. That the report relates to an issue that is not considered significant in terms of Council’s Policy on Significance.

3. That pursuant to the authority delegated by the Minister of Conservation to the Western Bay of Plenty District Council, and the provisions of Section 48 of the Reserves Act 1977, Council hereby consents to the creation of a storm water easement shown on the attached plan (Attachment 1) to allow Lot 2 DP 502495 to discharge storm water over Lot 5 DPS 28412.

Carried

11.3 Oropi Hall - Declaration that land is Reserve

In relation to a question raised by an Elected Member regarding when the Oropi Hall land (Lot 1 DPS 710) had historically come into Council ownership, the Chairperson advised that Staff would provide an answer following the meeting when records had been consulted.

Resolution C20-10.19

Moved: Cr M Lints

Seconded: Cr M Murray-Benge

1. That the Legal Property Officer’s report dated 10 June 2020 and titled “Oropi Hall – Declaration that Land is Reserve” be received.

2. That Council resolve to declare Lot 1 DPS 710 to be a reserve within the meaning of the Reserves Act 1977; and

3. That Council resolve to follow the process under section 16 of the Reserves Act 1977 to classify Lot 1 DPS 710 to be a Local Purpose Reserve (Community Use) in accordance with Section 23 of the same Act.

Carried

11.4 Live Well Waihi Beach

Staff responded to a question on funding, noting that if proceeding, up to $26,000 (excl GST) would come from the Waihi Beach Community Board Reserves, as what was proposed was not a planned Council activity.

The Chairperson advised that the next step was for the proposal to come before the Waihi Beach Community Board for approval and for the Board to prepare a proposal via a recommendatory report to Council, as the matter was a contractual arrangement which sat with Council.

Resolution C20-10.20

Moved: Mayor G Webber

Seconded: Cr A Henry

1. That the report from Waihi Beach Community Board Chairperson Ross Goudie dated 2 July 2020 and titled ‘Live Well Waihi Beach’ be received.

2. That the Waihi Beach Community Board prepare a proposal to come before Council.

Carried

LATE ITEM

11.5 Katikati Community and Town Centre Plan Review

The Chairperson adivsed that the reason the report was a late item was due to timing issues beyond Council’s control and that the matter was required to be progressed prior to the next Council meeting on 13 August 2020.

The Chief Executive noted that this was not Council’s standard approach, but was appropriate given the circumstances. She confirmed her understanding that the Katikati Community Board was in agreement with the report recommendation.

Katikati Community Board Chairperson, Ben Warren, addressed the meeting and advised that the Board had previously progressed plans and a tender process for the Katikati Community and Town Plan, but due to the Covid-19 lockdown, the process that had been in place had to be re-started and the issue of timing had arisen. He advised that the Board agreed unanimously that it wished to accept the quote and tender so the matter could proceed.

In response to a question, it was hoped that the outcomes would feed into the Long Term Plan. However, there was a substantial amount of work to be done. The project could be included in next year’s Annual Plan and be brought through year by year in Annual Plans as was the usual practice.

Resolution C20-10.21

Moved: Cr J Denyer

Seconded: Cr C Humphreys

1. That the report from the Community Manager dated 2 July and titled ‘Katikati Community and Town Plan Review’ be received.

2. That $49,000 (plus GST) funded from the Katikati Community Board Reserve account is approved by Council to engage an independent contractor to review the Katikati Community and Town Plan.

3. That the Katikati Community Board engage Boffa Miskell to undertake the Katikati Community and Town Plan review.

4. That Council administers the procurement process and facilitates contract payments on behalf of the Katikati Community Board.

Carried

12 Information for Receipt

Nil

13 Monitoring/Information for Receipt

Nil

14 Resolution to Exclude the Public

Resolution C20-10.22

Moved: Cr M Lints

Seconded: Deputy Mayor J Scrimgeour

That the public be excluded from the following parts of the proceedings of this meeting.

The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under section 48 for the passing of this resolution

14.1 - Chief Executive Officer (CEO) Recruitment

s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons

s7(2)(f)(i) - free and frank expression of opinions by or between or to members or officers or employees of any local authority

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

Carried

The Meeting concluded at 9.45am.

The minutes of this meeting were confirmed at the Council Meeting held on 13 August 2020.

...................................................

MAYOR / CHAIRPERSON

Council Meeting Agenda

13 August 2020

MINUTES OF Western Bay of Plenty District Council
Performance and Monitoring Meeting No. PM20-4
HELD AT THE Council Chambers, Barkes Corner, Tauranga
ON Tuesday, 21 July 2020 AT 8:30am

1 Present

Cr D Thwaites (Chairperson), Mayor G Webber, Cr G Dally, Cr M Dean, Cr J Denyer, Cr M Grainger, Cr A Henry, Cr M Lints, Cr K Marsh, and DM J Scrimgeour

2 In Attendance

G Allis (Deputy CEO/Group Manager Infrastructure Services), J Pedersen (Group Manager People and Customer Services), K Perumal (Group Manager Finance and Technology Services), R Davie (Group Manager Policy Planning and Regulatory Services), D Pearce (Community Manager), I Butler (Finance Manager), G Payne (Strategic Advisor), M Dowd (Chief Information Officer), D Jensen (Senior Financial Planner), A Curtis (Compliance and Monitoring Manager), B Williams (Strategic Property Manager), Jim Paterson (Transportation Manager), S Parker (Reserves and Facilities Projects and Assets Manager), N Silver (Legal Property Officer Transportation and Utilities), N Tutt (CEO Priority One Tauranga), C Irvin (Senior Governance Advisor).

3 Apologies

Apologies

Resolution PM20-4.1

Moved: Cr K Marsh

Seconded: Mayor G Webber

That the apologies for absence from Cr Murray-Benge and Cr Humphreys and for lateness for Cr Lints and Cr Henry be accepted.

Carried

4 Consideration of Late Items

Nil

5 Declarations of Interest

Nil

CHAIRPERSON’S INTRODUCTION

The Chairperson advised that the meeting had commenced early to enable a confidential presentation on Solid Waste to be provided to the Committee. He noted that, following the presentation, the meeting would resume in open session at the advertised time of 9.30 am to accommodate members of the public who may wish to attend.

6 Public Excluded Items

PM20-4.6.1 Resolution to Exclude the Public - Presentation Solid Waste

Resolution PM20-4.2

Moved: Cr K Marsh

Seconded: Mayor G Webber

That the public be excluded from the following parts of the proceedings of this meeting.

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under section 48 for the passing of this resolution

PM20-4.6.1 – Presentation Solid Waste

s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities

s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

Carried

Meeting resumed in open session at 9.30am

7 Public Forum

Public forum adjourn meeting

Resolution PM20-4.4

Moved: Cr K Marsh

Seconded: Cr M Grainger

That the meeting adjourn for the purpose of holding a public forum.

Carried

7.1 ROADING ASSET CONTRACT - MR GORDON PAYNE

Mr Gordon Payne questioned whether the Council Roading Asset was being protected under the Westlink contract and would it be handed back in a “fit for purpose” condition. He noted the following points relating to maintenance and asset management:

· Roading delineators were often destroyed and discarded by contractors;

· Stormwater culverts were only cleared on an ad hoc basis;

· Felled trees and limbs were thrown into water tables and drains;

· Pot holes and repairs work was marked by inspectors – then left for months only to have to

be re-marked later.

The Chairperson advised that the Transportation Manager would meet with Mr Payne at the conclusion of the Public Forum to advise on the points raised at the meeting.

Public Forum Meeting Reconvened

Resolution PM20-4.5

Moved: Cr A Henry

Seconded: Mayor G Webber

That the meeting reconvene in formal session at 9.35am.

Carried

8 Presentations

Nil

9 Reports

9.1 Priority One Update - 2019-2020

The Chairperson welcomed the following attendees who spoke to a presentation.

· Nigel Tutt – CEO Priority One Tauranga

· David Pearce – Council’s Community Manager

Highlights:

· Securing significant government funding for our labour market strategy;

· Securing and assisting major commercial investments;

· Continued development of the region’s capital and innovation infrastructure;

· Supporting development/establishment of key projects impacting on sustainable regional development;

Challenges:

· Covid-19;

· Sustainable growth planning;

Looking Ahead for 2020/21:

· Covid-19 economic recovery and rebuild;

· Labour market recovery, workforce development and growth;

· Development of Western Bay’s innovation ecosystem.

Presenters responded to questions as follows:

· Priority One had a service delivery contract with Western Bay Of Plenty District Council. Recently they completed a joint application to the Provincial Growth Fund which had been successful. Funding received would be administered by staff.

· Long Term Plan (LTP) year – Priority One were guiding communities/businesses/rate payers to get through COVID-19 situation and get Fibre services out into community.

· Priority One recognised that access to rural internet Fibre/connectivity was vital and a development plan was needed to be arranged as soon as possible.

Resolution PM20-4.6

Moved: Mayor G Webber

Seconded: Cr G Dally

1. That the Community Manager’s report titled “Priority One Update – 2019-2020” dated 21 July 2020” be received.

Carried

9.2 Group Manager Finance and Technology Services Exception Report May 2020

The Committee considered a report from the Group Manager Finance and Technology Services.

The Group Manager Finance and Technology Services and the Senior Financial Planner spoke to the Exception Report of May 2020 noting the following items:

Key Performance Indicators for the Eleven Months ended 31 May 2020

1. Debt

Total external debt balance at 31 May 2020 was $110.0m. Council’s net debt balance was $67.5m at the end of the reporting period which represents a $12.5m reduction from the June 2019 balance of $80m. Council had a positive cash position of $42.5m at 31 May 2020.

2. Interest Rate Swaps

Total debt covered by interest rate swaps at 31 May 2020 was 55%. This level of coverage was within the required policy range of 50%-95%. At 31 May 2020 Council held interest rate swaps totalling $96.5m. Council was in compliance with all of its key financial ratios at the end of the reporting period.

Key Financial Issues for the Eleven Months ended 31 May 2020

3. Operating Income

Total income for the eleven months ended 31 May 2020 was $96.86m against a year-to-date budget of $92.05m. The $4.81m higher income variance was largely due to favourable variances arising from the timing of receipt from rates and service charges ($1.94m), user fees ($816k), other income ($1.86m), sundry income ($352k), subsidies and grants (598k) and vested asset ($4.83m) revenue streams compared to budget, offset by lower than expected financial contribution revenue ($5.05m), external interest ($531k) in the same period.

4. Operating Expenditure

Total expenditure of $81.39m was $507k lower than year-to-date budget of $81.90m. The expenditure variance was due to lower than budgeted spend for additional levels of service projects, interest and depreciation offset by higher than budgeted spend for operating costs.

5. Capital Expenditure

Capital expenditure of $27.99m for the period was $2.36m higher than year-to-date budget of $25.63m. The expenditure variance was attributable to higher than budgeted spends in transportation expenditure offset by lower than budgeted spend in the recreation and leisure activity.

6. Financial Contributions

Financial contributions income of $4.58m is $5.05m lower than the year-to-date budget of $9.62m. Financial Contribution revenue was forecast to be lower than budgeted for the 2019/20 year. While revenue had been tracking below budget for a large portion of the year, the Covid-19 lockdown throughout March 2020, April 2020and May 2020 further disrupted the building and construction sectors, leading to lower productivity and building activity. A number of additional developments remain on the periphery, however it is likely that these will spill over into the 2020/21 financial year.

The Senior Financial Planner gave an update of the current Treasury/Reserve Bank status noting that the signalled downward financial trend had been exacerbated by the COVID-19

crisis and this would carry over into the coming year.

The Chief Information Officer spoke to the Technology Report presented for the first time at this meeting. The report provided an overview of the Insight Reporting tool and the Elected members’ Quarterly Scorecard and Project Query Tool which would be made available to elected members.

The Committee also received a report on Ward and Development Trends Statistics.

Resolution PM20-4.7

Moved: Cr M Grainger

Seconded: Cr J Denyer

That the report titled ‘Group Manager Finance and Technology Services Exception Report May

2020’ be received.

Carried

9.3 Schedule of Payments for the Months of May and June 2020

The Committee considered a report from the Finance Manager dated 21 July 2020.

Resolution PM20-4.8

Moved: Cr M Lints

Seconded: Cr J Scrimgeour

That the report from the Finance Manager dated 21 July 2020 titled Schedule of Payments Report for the months of May and June 2020 be received.

Carried

9.4 Omokoroa Pavilion

The Chairperson welcomed the following staff who spoke to a powerpoint presentation:

· Blaise Williams – Strategic Property Manager

· Nicole Silver – Legal Property Officer Transportation and Utilities

Scope of Presentation:

· Offer from the Sports Association for Council to purchase the pavilion for $1;

· Subject to relocation – several options available;

· Estimated cost for relocation/refurbishment $200k - $250k;

· Interim community hub including options of arts, youth, Menzshed - subject to community discussion;

· Proposed funding Omokoroa Town Centre Development fund – subject to approval;

· Separate report to Omokoroa Community Board regarding the existing library building; and

· Both buildings were subject to Council approval.

Mayor Webber noted the following:

· Relocating/refurbishing was the right/sensible thing to do.

· The building was strong enough to be relocated – this does not have to be done straight away.

· We need to be mindful of the original owner who donated the Pavilion to the community.

Gary Allis, DCEO/Group Manager Infrastructure Services noted the following:

· Two reports were going to the Omokoroa Community board relative to the pavilion and the existing library building.

· The recommendation was that both would be funded from the town centre fund as interim options - both reports note that this was an interim solution and that the buildings may be sold in future for more permanent relocation.

· This was subject to full Council approval – implications for buildings maintenance funded from general rate.

Resolution PM20-4.9

Moved: Cr M Grainger

Seconded: Cr J Denyer

1. That the Omokoroa Pavillion report from the Strategic Porperty Manager be received.

2. That that Committee approves the negotiation and purchase of the Omokoroa Sports Pavilion

building from the Sports Society for a nominal sum.

a) This recommendation is conditional upon funding approval from the Omokoroa Community Board for the relocation and refurbishment of the building, and

b) A suitable location for the relocated pavilion being approved.

Carried

9.5 Policy, Planning and Regulatory Services Update

The Committee considered a report from the Compliance and Monitoring Manager, who highlighted key points as follows:

· Environmental consents

· Building consents

· Development Engineering

· Compliance and Monitoring

Staff responded to questions as follows:

· This report was commissioned to provide Councillors with updates on regulatory performance (as well as all other sectors), and to create an awareness of trends, what was happening ‘behind the scenes’ in these areas and to save Councillors having to put in requests for information.

· Abatement notices get resolved by raising a ‘Service Request’ which may lead to an investigation of the subject matter; the expectation from abatement notices was that actions would be taken to resolve issues. The report provides activity data which provides an opportunity for discussion within Council and Regulatory staff.

· The upcoming building regulatory changes in August 2020 would have many unintended consequences. For example, LIM’s, buyers were unlikely to want to buy an unconsented building.

Resolution PM20-4.10

Moved: Cr A Henry

Seconded: Cr M Lints

1. That the report from the Compliance and Monitoring Manager dated 21 July 2020 titled Policy Planning and Regulatory Service Update be received.

Carried

10.25 am The meeting adjourned. Mayor Webber withdrew.

10.45 am The meeting reconvened.

9.6 Operational Risk Report July 2020

The Committee considered a report from the Deputy Chief Executive/Group Manager Infrastructure Services who highlighted key points on the following:

· Waihi Beach Wastewater: The Committee would visit the site following the conclusion of this meeting to discuss issues relating to the SAS Pond liner failure.

· 2 Mile Creek Bank Protection: A tender would be issued to the contractors for pricing on 27 July 2020 with a four week tender period. An approximate start date would be approximately mid-September 2020.

· Omokoroa Road Urbanisation: NZ Transport Agency subsidy had been approved for this project in December 2020 and it was now proceeding to tender.

· Omokoroa to Tauranga Cycleway: There had been conflicts between pedestrians, cyclists and vehicles. A safety audit was underway.

Resolution PM20-4.11

Moved: Cr J Denyer

Seconded: Cr M Dean

That the Deputy Chief Executive’s Report dated 21 July 2020 and titled Operational Risk Report July 2020 be received.

Carried

9.7 Infrastructure Services Report Performance & Monitoring Committee July 2020

The Committee considered a report from the Deputy Chief Executive. He and the Reserves and Facilities Manager and the Strategic Property Manager provided an overview on the following:

· Roading

· Assets & Capital

· Utilities

· Reserves

· Engineering / Special Reports

· Minute Action Sheets

Staff and Council members talked briefly and /or commented on the following:

· The BOPRC consent had not been issued for the Yeoman Walkway Culvert. A bridge will be installed.

· The lease status of the Henry Road Reserve and the future concept plan for the area.

· Katikati Bypass: staff were working through detail issues with NZTA. This was required in order to determine the estimate of cost and funding models. Council recognised the need to keep the project alive and in the limelight. The designation was in the District Plan and property owners would be notified through that process.

· Staff will be in discussion with the Aquatic group in relation to the Te Puke Aquatic Centre and interim upgrading works.

Resolution PM20-4.12

Moved: Cr M Lints

Seconded: Cr A Henry

That the Deputy Chief Executives Report dated 21 July 2020 and titled Infrastructure Services Report Performance & Monitoring Committee July 2020 be received.

Carried

9.8 Western Bay of Plenty District Council Regional Efficiency Group road controlling authority Report

The Committee considered a report from the Transportation Manager who introduced the report and spoke to a powerpoint presentation.

The Road Efficiency Group (REG) consists of the New Zealand Transport Agency and Local Government. The recentl release nationally of the REG reports for each authority used information captured and provided by each authority. This was reported in graphical format summarising four years of information about the respective networks. The graphs and statistics were discussed and summarised noting that some data had been modified as it was obtained in 2018-2019.

Report Section Topics:

· Activity Management

· Service Performance

· Transport Safety Outcomes

· Co-Investor Assurance

· Delivery and Achievements

· Customer Outcomes

· Territorial Activity

· Technical Outputs

· Network Physical Characteristics

Staff responded to questions as follows:

· Crash data numbers: figures were quite high. This data was from reported road accidents – we are only hearing about a fraction of the accidents.

· Usage of Te Puke Highway: how does this data relate to Te Puke highway – approximately 9000 cars east of Te Puke each day and 16,000 in the town centre.

Resolution PM20-4.13

Moved: Cr M Grainger

Seconded: Cr G Dally

That the report from the Transportation Manager dated 21 July 2020 titled Western Bay of Plenty District Council Road Efficiency Group (REG) Road Controlling Authority (RCA) Report be received.

Carried

9.9 PANEPANE WHARF CONDITION and REPAIR OPTIONS INFORMATION REPORT

The Committee considered a report from the Reserves and Facilities Projects Assets Manager who highlighted key points on the following:

· The wharf needed to be repaired – the recommendation was to replace it completely;

· The replacement account was 50% funded;

· The replacement needed to be ‘fit for purpose’ for the next 50 years – appropriateness of a wharf or a pontoon had been considered.

Staff responded to questions as follows:

· There had been conflicts with local residents over the last few years about driving onto the wharf (to go fishing). Bollards were put up to prevent this but had been damaged in a short space of time. They had since been resurrected.

· A suggested solution was to make the new wharf narrower so cars could not be driven along it.

· A wharf rebuild would take into account the amount of sand shifting in the area.

Resolution PM20-4.14

Moved: Cr M Dean

Seconded: Cr A Henry

That the report of the Reserves and Facilities Projects Assets Manager dated 21 July 2020 titled Panepane Wharf Condition and Repair Options Information be received.

Carried

10 Information for Receipt

Nil.

11 Resolution to Exclude the Public

Resolution PM20-4.15

Moved: Cr M Dean

Seconded: Cr M Grainger

That the public be excluded from the following parts of the proceedings of this meeting.

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under section 48 for the passing of this resolution

11.1 - Operational Risk Report July 2020 CONFIDENTIAL

s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities

s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

11.2 - Council Contracts Awarded Or Renegotiated For The Month Of May 2020

s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information

s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities

Carried

The Meeting closed at 12.00pm

Confirmed as a true and correct record by Council on 13 August 2020.

...................................................

Cr D Thwaites

CHAIRPERSON / MAYOR

9.8 Minutes of the Policy Committee Meeting held on 28 July 2020

File Number: A3820882

Author: Barbara Clarke, Senior Governance Advisor

Authoriser: Jan Pedersen, Group Manager People And Customer Services

Recommendation

1. That the Minutes of the Policy Committee Meeting held on 28 July 2020 be received and the recommendations therein be adopted.

Attachments

1. Minutes of the Policy Committee Meeting held on 28 July 2020

Council Meeting Agenda

13 August 2020

MINUTES OF Western Bay of Plenty District Council
Policy Committee Meeting No. PP20-3
HELD AT THE Council Chambers, Barkes Corner, Tauranga
ON Tuesday, 28 July 2020 AT 9:30am

1 Present

Mayor G Webber (Chairperson), Cr G Dally, Cr M Dean, Cr J Denyer, Cr M Grainger, Cr A Henry, Cr C Humphreys, Cr M Lints, Cr K Marsh, Cr M Murray-Benge, Cr J Scrimgeour and Cr D Thwaites

2 In Attendance

M Taris (Chief Executive Officer), R Davie (Group Manager Policy Planning and Regulatory Services), G Allis (Deputy CEO/Group Manager Infrastructure Services), J Pedersen (Group Manager People and Customer Services), E Watton (Policy and Planning Manager), P Watson (Reserves and Facilities Manager), S Parker (Reserves and Facilities Projects Assets Manager), S Harvey (Roading Engineer East), G Payne (Strategic Advisor), C Nepia (Māori Relationships and Engagement Advisor), L Balvert (Senior Communications Specialist), C Irvin (Senior Governance Advisor) and B Clarke (Senior Governance Advisor)

Community Boards

R Goudie (Chairperson, Waihi Beach Community Board)

Others

Kaumātua, Kuia and people of the five hapū of Matakana Island, being Ngai Tuwhiwhia, Te Ngare, Ngai Tamawhariua, Te Whānau a Tauwhao and Ngati Tauaiti (the hapu trust); Members of the Panepane Project Group; Te Kura o Te Moutere o Matakana (Matakana Island School) teachers and students; members of the public, one member of the press and as listed in the minutes.

Mayor’s welcome / Mihi

Mayor Webber welcomed all those present including hapū of Matakana Island and gave a mihi (greeting). He declared the meeting open.

3 Apologies

Apology

Resolution PP20-3.1

Moved: Cr J Denyer

Seconded: Cr M Grainger

That the apology for lateness from Cr Henry be accepted.

Carried

4 Consideration of Late Items

Nil

5 Declarations of Interest

Nil

6 Public Excluded Items

Nil

7 Public Forum

Public Forum Adjourn Meeting

Resolution PP20-3.2

Moved: Cr D Thwaites

Seconded: Cr M Murray-Benge

That the meeting adjourn for the purpose of holding a public forum.

Carried

7.1 Norm Mayo addressed the Policy Committee in his capacity as Chair of the Katikati-Waihi Beach Ratepayers Association. He spoke in relation to Panepane Point noting the following:

· Assets held by Council belonged to all ratepayers, Mayor and Councillors were custodians/managers.

· All ratepayers should have a say in dispensing major assets for market value, which would provide rates relief.

· Panepane Point was originally purchased as market value and should be offered back to the descendants of the original owners at market value.

· Security of the harbour navigation lights was a separate issue.

· Requested that the public be well informed and that public meetings be held throughout the District.

· Requested that the sand dunes be stabilised and stay in local ownership

There were no questions of Mr Mayo.

Karakia Timatanga

Kaumatua Te Kira Toma gave a Karakia timatanga.

PUBLIC FORUM CONTINUED

7.2 Ewen Luskie, a resident of Katikati addressed the Committee as in relation to Panepane Point as follows:

· Some Western Bay ratepayers were alarmed at Council’s proposal to give back Panepane Point to the Matakana Island people.

· This land had been purchased at the value of the time and should be resold at today’s value.

· Expressed concern that Council was gifting this land at the same time as proposing a rates rise.

· Considered that income generated from the sale of this land could contribute to Council projects and result in less of an increase in rates.

There were no questions of Mr Luskie.

Mayor Webber noted that unless there were any other speakers for Public Forum he would put the motion.

Public Forum Meeting Reconvened

Resolution PP20-3.3

Moved: Cr K Marsh

Seconded: Cr M Grainger

That the meeting reconvene in formal session at 9.42am.

Carried

8 Presentations

Nil

9 Reports

9.1 Panepane - Issues and Options

The Committee considered a report from the Māori Relationships and Engagement Advisor.

The Mayor introduced the report, noting that Council had been approached to return the land at Panepane and Part Purakau (Panepane) to the hapū of Matakana Island. He noted that three of the report recommendations proposed that the issue be released for public consultation and he advised that the report would be taken as read.

During discussion of the report Councillors expressed their views in relation to the suite of options included in the recommendation. The Mayor then put the motion.

Resolution PP20-3.4

Moved: Mayor G Webber

Seconded: Cr D Thwaites

1. That the Māori Relationships and Engagement Advisor’s Report dated 28 July 2020 and titled “Panepane – Issues and Options” be received and the options identified in that Report be assessed in terms of their advantages and disadvantages before making a decision whether to adopt the Statement of Proposal prepared for recommended Option A; AND

2. That the report relates to an issue that is considered to be of high significance in terms of Council’s Significance and Engagement Policy; AND

3. That the Statement of Proposal prepared for Option A as attached to the agenda report is adopted for public consultation pursuant to sections 83 and 87 of the Local Government Act 2002 during the period from 29 July 2020 to 12:00pm, 31 August 2020.

Carried

Acknowledgements from Hapū

Kaumatua Enoka Rolleston gave a korero acknowledging the significance of the land at Panepane and the work of Tangata Whenua and Council in making the decision today. He also acknowledged the work that still needed to be done.

Te Kura o Te Moutere o Matakana (Matakana Island School) teachers and pupils, Council staff and the hapū of Matakana Island performed waiata.

Kaumatua Rolleston gave a Karakia Whakamutunga (closing prayer).

Te Kura o Te Moutere o Matakana (Matakana Island School) teachers and pupils, Council staff and the hapū of Matakana Island performed further waiata.

Mayor’s Response

Mayor Webber acknowledged all speakers and thanked those who had performed waiata. He noted that the passing of the motion to adopt the Statement of Proposal to begin public consultation was a positive outcome for everyone. On behalf of Council, he acknowledged the work of Tangata Whenua and Council on this journey and expressed pleasure at the direction being taken. He also reminded those present that there was a long way to go in the process and that public consultation was now open until 31 August 2020.

10.00am The meeting adjourned.

10.30am The meeting reconvened. Cr Henry entered the meeting.

9.2 Adoption of the draft Speed Limits Bylaw 2020 for consultation

The Committee considered a report from the Policy and Planning Manager who introduced the report noting the following:

· Council had endorsed a partial review of speed limits and not a ‘whole’ review.

· Staff had indicated at the time that there may be some environments that were ‘slightly inconsistent’.

· The key driver was to respond to requests from the community.

· Speed limits were set, however, if drivers’ travelled above the speed limit, that was a matter of monitoring and enforcement by Police.

Following discussion, Elected Members raised certain matters to consider for inclusion. Members acknowledged that this was not an exhaustive list and that Council’s communities would have the opportunity to make submissions.

Staff responded to questions in relation to recommendations for a speed limit near the Te Puke School, which had been rejected from a technical assessment perspective; and speed limits being slightly in advance of ‘urban form’.

Resolution PP20-3.5

Moved: Cr J Scrimgeour

Seconded: Cr M Murray-Benge

1. That the Policy and Planning Manager’s report dated 28 July 2020 and titled ‘Adoption of the Draft Speed Limits Bylaw 2020 for consultation’ be received.

2. That the report relates to an issue that is considered to be of medium significance in terms of the Council’s Significance and Engagement Policy.

3. That the draft Speed Limits Bylaw 2020, the accompanying draft statement of proposal and feedback form as appended to this report are adopted for consultation, pursuant to section 22AD of the Land Transport Act 1998 and section 156 of the Local Government Act 2002, from 3 August 2020 to 4 September 2020 with the following amendments:

· Reduce the speed limit to 50km/h on Omokoroa Road, starting from Prole Road intersection onwards towards the Esplanade.

· Reduce the speed limit on Athenree Road as per request from Katikati/Waihi Beach Ward Forum.

· Move Opureora Road from the Kaimai Ward table to the Katikati / Waihi Beach Ward table.

· Add Te Puna Quarry Road to the Bylaw Schedules, noting the existing speed limit.

Carried

9.3 ISLAND VIEW RESERVE - PLAYGROUND AND BBQ DRAFT CONCEPT PLAN

The Committee considered a report from the Reserves and Facilities Projects Assets Manager.

The Mayor advised that the report would be taken as read.

Resolution PP20-3.6

Moved: Cr A Henry

Seconded: Cr J Denyer

1. That the report from the Reserves & Facilities Projects and Assets Manager titled Island View Reserve - Playground and BBQ Draft Concept Plan and dated 28 July 2020 be received.

2. That the Policy Committee approves the “draft” Island View Reserve - Playground and BBQ Concept Plan for public consultation.

Carried

10 Information for Receipt

Nil

The Meeting closed at 10.45am.

Confirmed as a true and correct record by Council on 13 August 2020.

10 Council and Committee Minutes for Receipt

10.1 Minutes of the Tauranga Moana / Te Arawa ki Takutai Partnership Forum Meeting held on 29 July 2020

File Number: A3822794

Author: Barbara Clarke, Senior Governance Advisor

Authoriser: Jan Pedersen, Group Manager People And Customer Services

Recommendation

That the Minutes of the Tauranga Moana / Te Arawa ki Takutai Partnership Forum Meeting held on 29 July 2020 be received.

Attachments

1. Minutes of the Tauranga Moana / Te Arawa ki Takutai Partnership Forum Meeting held on 29 July 2020

Tauranga Moana / Te Arawa ki Takutai Partnership Forum Meeting Minutes

29 July 2020

Unconfirmed

MINUTES OF Western Bay of Plenty District Council
Tauranga Moana / Te Arawa ki Takutai Partnership Forum Meeting No. PF20-4
HELD AT THE Council Chambers, Barkes Corner, Tauranga
ON Wednesday, 29 July 2020 AT 10:00am

1 Present

Member R Tuanau (Tauranga Moana) (Chairperson), Mayor G Webber, Deputy Mayor J Scrimgeour and Councillors G Dally, M Dean, J Denyer, M Grainger, A Henry, C Humphreys, M Lints, M Murray-Benge and Members R Biel (Tapuika), T Bluegum (Ngai Tamawhariua), M Duncan (Nga Potiki), S Hema (Ngati Tuheke) R Kingi (Ngati Pikiao), N Kuka (Ngai Tuwhiwhia), B Leef (Ngati Taka), R Nelson (Ngati te Wai), M Pene (Ngati Whakaue ki Maketu), T U Rolleston (Ngai Tamawhariua ki Matakana), J Shepherd (Te Runanga o Pirirakau), K Tohiariki (Te Whānau o Tauwaho)(Otawhiwhi), T Turner (Ngati Whakahemo) and M Wihapi (Tuhourangi)

2 In Attendance

R Davie (Group Manager Policy Planning and Regulatory Services), G Allis (Deputy CEO/Group Manager Infrastructure Services), P Tapsell (Workforce Development and Cultural Advisor), C Nepia (Māori Relationships and Engagement Advisor), C Irvin (Senior Governance Advisor) and B Clarke (Senior Governance Advisor)

Others

D Flavell, Chairperson (Te Maru o Kaituna), D White, Regional Water Safety Strategy Manager (Sport BOP), M Nee (Te Runanga o Pirirakau) and as listed in the minutes

WELCOME / OPENING HUI

Chairperson Tuanau opened the hui with a waiata, which was followed by a Karakia timatanga by Manu Wihapi. Chairperson Tuanau then welcomed everyone followed by Mayor Webber who also gave a welcoming mihi and thanked all those who had attended Council’s Policy Committee meeting held the previous day (specifically in relation to Panepane).

3 Apologies

Apologies

Resolution PF20-4.1

Moved: Member J Shepherd

Seconded: Member M Duncan

That the apologies for absence from Councillors K Marsh and D Thwaites, Member
E Conroy (Ngati Tuheke) and Mr C Bidois and apologies for lateness from Councillors M Dean and M Murray-Benge be accepted.

Carried

4 Declarations of Interest

Nil

5 Public Excluded Items

Nil

6 Public Forum

Nil

10.12am Cr Murray-Benge entered the meeting.

7 Presentations

7.1 Water Safety Strategy Presentation

David White, Regional Water Safety Strategy Manager (Sport Bay of Plenty) introduced himself and spoke to a powerpoint presentation on the Water Safety Strategy.

Scope of Presentation:

· Seven key priorities;

· Reason for BOP-specific strategy;

· Western BOP Demographics (excluding Tauranga);

· Activities by region;

· The role of the Regional Water Safety Strategy Manager;

· Key initiatives for the next 12 Months;

10.17am Cr Dean entered the meeting.

· Water skills for life;

· Working with the Māori community;

· How does BOP stack up?

· Water safety the Māori way;

· Water safety month 2020;

· Contact welcome.

Mr White responded to Ngā Pātai (questions) as follows:

· There was a range of ages represented in drowning statistics in the Tauranga-Western Bay area, however, the 35 year old plus age group was predominant.

· There were a number of activities which contributed to drownings in the region, such as kayak fishing, swimming (rivers and sea), boating accidents (powered and non-powered), spa pools and all swimming related situations.

· Māori enjoyed recreational swimming in rivers. Regular testing of those rivers and mapping needed to be done to improve safety.

· Feedback that there may be a direct register of Kaumatua who could be called upon to bless the site of a drowning was appreciated and would certainly be investigated further.

· A requirement of the Regional Water Safety Strategy Manager role was to collaboratively work with Māori to help prevent drownings. There was no expectation that Māori needed to do anything other than inform and guide him as to what they considered would be the right approach to achieve this. As such, his goal today was to introduce himself and the strategy and advise that he would appreciate any advice, feedback or guidance the people wanted to provide.

· The reason there was an emphasis on the tamariki was to try to teach parents and grandparents water safety for the benefit of all. One learning was to teach all parents to put their mobile phone down and be more aware around water. The Water Skills Programme was something that would be effective as it was engrained from year 0.

· Currently, there was no support team to assist him in the role and he reported to a Governance Group. However, the work was gaining momentum and if greater funding was secured it would enable some assistance. He covered 12,000 square kilometres currently.

Members’ Comments:

· Matakana Island had no swimming pools but was surrounded by water so water safety was important.

· Within Māori Culture water, water safety was traditionally passed down through the generations via stories told to the young. Included in those stories were taniwha, these were actually a metaphor which may show an attribute of a river to be careful about. For a lifelong story around safety and waterways, Māori needed to continue to tell these stories and the young grew up with that knowledge. It was about capturing stories in oral-based communities.

· Having grandchildren in swimming classes helped. Suggest getting the Whanau to do the job as well.

· Māori had made it their passion to educate their children and grandchildren on water safety. There were many more swimming pools in bigger cities, but it was the people’s responsibility to educate their young.

· Māori saw themselves and the Tauranga Moana as one. They had always passed on knowledge to their children on water safety and their environment. Prayers involved help with this knowledge. They ran dive certification courses and day skippers’ courses which had good knowledge of water safety included. These were the ways that the people were trying to address water safety issues. Sometimes the resourcing did not match what was trying to be achieved.

The Chairperson thanked Mr White for his presentation and Members for their insights.

7.2 Te Tini a Tuna - Kaituna Action Plan 2019-2029

Dean Flavell, Chairperson of Te Maru o Kaituna spoke to a powerpoint presentation on Te Tini A Tuna (Kaituna Action Plan) 2019-2029.

Scope of Presentation:

· Kia Whakakotahi (Integrated thinking); Kia Whakapiri (Collective Action); Kia Whakamarama (Collective Enlightenment); and Kia Whakamana (Community Emplowerment);

· Moemoeā (Our Vision): E ora ana Te Mauri o Te Kaituna, E tiakina ana hoki mō ngā Whakatupuranga ō naianei, o muri nei hoki (The Kaituna River is in a healthy state and protected for current and future generations);

· Priority Action 1: Take collective responsibility for improving the health and well-being of the Kaituna River and its tributaries;

· Priority Action 2: Create a network of healthy and diverse Kaituna habitats and ecosystems;

· Priority Action 3: Connect our communities and visitors to our river and to our projects;

· Project 7: Wetland recreation project

· Project 10: Kaituna community connection project;

· Project 11: Kaituna River access project;

· Project 12: Kaituna TEL cycleway/walkway connections project;

· Project 13: Kaituna cultural and historical heritage project;

· Establish a cultural environmental education centre;

· Jobs for Nature Fund: Mauri Tu, Mauri Ora Te Arawa e and Bay Conservation Cadets;

· Waka Ama Gold medalists.

Members’ Comments:

· A documentary had been made on the reestablishment of the wetlands.

· The re-diversion of the Kaituna River had brought people and organisations together and support from agencies such as the BOP Regional Council. The communities had done the planting.

· “Community led” was an important term. There was a great model here and there was no need to ‘reinvent the wheel’.

· People were seeing the benefits with the end results of such a plan. It was no small piece of mahi (work), but all came back to the people.

· With the Kopurererua Valley project, the biggest issue was keeping subsequent people who were involved on the right track. Once the restoration was underway then a new vision would be required to keep up momentum.

· Water quality in the lower Kaituna had improved in recent years. Previously, only a small volume of water was able to be returned through the estuary because contaminants were too high, but with improved water quality now there was the ability to utilise water to ‘flush’ the estuary.

Mr Flavell responded to Ngā Pātai (questions) as follows:

· Elva Conroy had written the Lakes Strategy. This type of work needed someone who understood that catchment so strategies between catchments could be aligned.

· The leadership role needed to be documented as well. They had started to document this in relation to next steps forward and had created the website and digital archives.

· They had held two workshops and had drafted wording to be added into the Regional Council Statement. Now they were looking for the staff to accept this, but were well underway and had the draft going forward next week.

· They were monitoring several places to analyse the water quality. There were activities on the river now being challenged. In terms of water going back in, whether it was cleaner than water being taken out was a matter of perception, depending on who you spoke to, but water must be at a certain level to provide life for those who live there. Mokopuna already swim in there. The people and each generation could only do their part and as long as the water quality continued to improve, that was the most important thing.

The Chairperson thanked Mr Flavell for his presentation and inspiration and noted that many looked forward to the Arawa symposium.

8 Minutes for Confirmation

8.1 Minutes of the Tauranga Moana / Te Arawa ki Takutai Partnership Forum Meeting held on 10 February 2020

Resolution PF20-4.2

Moved: Member N Kuka

Seconded: Member J Denyer

1. That the Minutes of the Tauranga Moana / Te Arawa ki Takutai Partnership Forum Meeting held on 10 February 2020 be received and the recommendations therein be adopted.

Carried

Member Tiki Bluegum (Ngai Tamawhariua) gave a Karakia mō te kai.

11.20am The meeting adjourned.

11.40am The meeting reconvened.

9 Reports

9.1 Te Arawa ki Takutai and Tauranga Moana Partnership Forum appointment of Tangata Whenua representative to the SmartGrowth Leadership Group

The Māori Relationships and Engagement Advisor introduced the report and welcomed Member M Duncan (Nga Potiki) who spoke to a powerpoint presentation titled ‘He Manukua’.

Scope of Presentation:

· Ko wai mātou? (Who are we?);

· Pēhea ā He aha? (How and why?);

· I aha mātou? (What did we do?);

· Protecting our Whenua;

· Impacts of planning;

· Mapping information;

· Spatial representation;

· Urban Form & Transport Initiative (UFTI) cultural map;

· Geographic Information System (GIS) Layering;

· He aha te mutunga? (Outcome?);

· No hea mai ia? (Where to from here?); and

· Rarangahia te Taurawhiri Tangata hua ait e Marama (Weaving people together to make a positive change.

Members’ Comments:

· In relation to the Urban Form and Transport Initiative, the Minister had made it clear that the right people must be sitting ‘around the table and voting’ in order to move forward and progress the work.

· He Manukura was a positive step forward and was the beginning but was not the end point. Central Government was committed to make this initiative work. There was much work ahead and it was critical work to be done.

· Tangata whenua had a job to do to make sure the views of the people were put forward.

· In relation to the Sustainability Forum, there were many experts pushing to make positive changes. At times in the past things had ‘missed the boat’. A ‘strong voice’ was needed to deliver values ‘up the chain’. But the Sustainability Forum were not ‘Treaty partners’.

· There was insufficient focus on climate change. Values should be informing the environment, i.e. roads, carbon emissions.

The Māori Relationships and Engagement Advisor advised that this Partnership Forum had the ability to appoint representatives to groups such as SmartGrowth and that Maru Tapsell had not re-affirmed his mandate to be part of this Partnership Forum. What was sought was to appoint a representative to SmartGrowth today and to build some context around what that representative might be expected to do. Attributes were suggested in the report, including the requirement for the representative to report back to this Partnership Forum on the work.

Member Duncan responded to a question noting that climate change and the environment would be brought together as part of the spatial plan.

Call for Nominations

Chairperson Tuanau called for nominations from Māori Members present for the Tauranga Moana / Te Arawa Ki Takutai Partnership Forum representative to the SmartGrowth Leadership Group.

A nomination was received and recorded as follows:

Resolved: Members Turner / Biel

That Mr Tony Wihapu (Te Arawa ki Takutai) be nominated as the Tauranga Moana / Te Arawa Ki Takutai Partnership Forum representative to the SmartGrowth Leadership Group.

Carried.

A further nomination was received and recorded as follows:

Resolved: Members Bluegum / Kuka

That Mr Kevin Tohiariki (Te Whānau o Tauwaho (Otawhiwhi) be nominated as the Tauranga Moana / Te Arawa Ki Takutai Partnership Forum representative to the SmartGrowth Leadership Group.

Carried.

Vote Count

As two nominations had been received, Māori Members were requested to put forward their preferred nominee in writing. All written votes were collected and counted by the Group Manager Policy Planning and Regulatory Services and were confirmed by the Senior Governance Advisor. The vote was recorded as 8/7 in favour of Mr Kevin Tohiariki.

Resolution PF20-4.3

Moved: Member R Tuanau

Seconded: Member R Nelson

1. That the Māori Relationships and Engagement Advisor’s report titled “Te Arawa ki Takutai and Tauranga Moana Partnership Forum appointment of Tangata Whenua representative to the SmartGrowth Leadership Group” and dated 29 July 2020 be received.

2. That the forum appoints Mr Kevin Tohiariki (Te Whānau o Tauwaho (Otawhiwhi) as the Tauranga Moana / Te Arawa Ki Takutai Partnership Forum representative on the SmartGrowth Leadership Group and notes that Mr Tohiariki has accepted the nomination.

Carried

Chairperson Tuanau gave a closing mihi.

Member Wihapi closed the meeting with a Karakia.

The Meeting closed at 12.33 pm.

The minutes of this meeting were confirmed at the Tauranga Moana / Te Arawa ki Takutai Partnership Forum held on 23 September 2020.

Council Meeting Agenda

13 August 2020

SmartGrowth Leadership Group (Joint Committee) Agreement

1. Purpose

This Agreement is made pursuant to Clause 30A, Schedule 7 of the Local Government Act 2002 (“LGA 2002”). The purpose is to provide for a Joint Committee of Tauranga City Council, Western Bay of Plenty District Council, the Bay of Plenty Regional Council, and tāngata whenua^{^[1]} to undertake and implement strategic spatial planning across the western Bay of Plenty sub-region^{^[2]} in accordance with the SmartGrowth Strategy, outcomes from the Urban Form and Transport Initiative and the joint spatial plan as agreed between the Crown and the SmartGrowth partners. This joint committee is known as the ‘SmartGrowth Leadership Group’.

The Leadership Group has additional public body representation from the New Zealand Transport Agency (NZTA) through its Director of Regional Relationships and the Bay of Plenty District Health Board (DHB). The NZTA and DHB are non-voting members but have speaking rights.

The SmartGrowth Leadership Group has expanded membership for the Urban Growth Management Partnership and associated programmes to include Central Government.

This Agreement focuses on the Leadership Group, including its membership and delegations. Any additional Memoranda of Understanding that are completed will be in addition, and complementary to, this Agreement.

The joint SmartGrowth Leadership Group has been established to focus on strategic spatial planning, including the four well-beings (social, economic, environmental, cultural), and growth management in the western Bay of Plenty sub-region. This will occur through developing and implementing plans and strategies and recommending these to the SmartGrowth partners, as well as monitoring and undertaking reviews in accordance with the delegations set out in section 4 and the principles set out in the Terms of Reference attached to this Agreement as Appendix 1.

The Leadership Group is a formal joint committee pursuant to the Local Government Act 2002 (Clause 30 and 30A, Schedule 7). The Leadership Group will not be discharged at the point of the next election period (in line with Clause 30(7) of Schedule 7, LGA 2002).

2. Membership

The SmartGrowth Leadership Group is to be comprised of three elected member representatives as appointed by the local authorities, including the Mayors and Regional Council Chairperson, and four tāngata whenua representatives to be nominated by Iwi or through any other agreed mechanism. The SmartGrowth Leadership Group may at its discretion appoint an additional tāngata whenua representative.

In addition, up to three Ministers of the Crown who will have voting capacity, are to be appointed by the Crown. Additional Ministers, if and when relevant and required, can be appointed by the SmartGrowth Leadership Group in a non-voting capacity.

An Independent Chairperson (non-elected member) is to be appointed by the SmartGrowth Leadership Group to chair the Committee. The Independent Chairperson has speaking rights and voting capacity. A Deputy Chairperson is also to be appointed by the SmartGrowth Leadership Group at the beginning of each triennium, from the existing voting membership.

1. The partners shall also appoint alternates. One nominated alternate shall be appointed by Tauranga City Council, one for Western Bay of Plenty District Council, one for the Bay of Plenty Regional Council, one for tāngata whenua and one for the Crown. These alternates will only attend and participate in Leadership Group meetings if the relevant Mayor, Regional Council Chair, Councillor, tāngata whenua, or Ministerial representative is unavailable. The alternates can only speak or vote when deputising for the respective Mayor, Regional Council Chair, Councillor, tāngata whenua or Ministerial representative.

The NZTA is to be represented through its Director of Regional Relationships with speaking rights but in a non-voting capacity. The DHB is also represented on the Leadership Group, by a person to be nominated by the Board with speaking rights but in a non-voting capacity.

The standing membership of the Leadership Group shall be limited to 22 members (including the Independent Chairperson), but with the power to co-opt up to a maximum of three additional non-voting members where required to ensure effective planning and implementation. In accordance with Clause 30A of Schedule 7 to the Local Government Act 2002, the quorum at a meeting of the Leadership Group shall be 11 voting members.

Other representatives of voting and non-voting organisations are permitted to attend meetings of the Leadership Group. Speaking rights of other representatives at Leadership Group meetings (whether in public session or not) shall only be granted with the prior approval of the Chairperson. In respect of SmartGrowth Leadership Group workshops, all members of partner governance groups can attend and participate.

3. Meeting Frequency

Quarterly, or as necessary and determined by the Independent Chairperson.

Notification of meetings and the publication of agendas and reports shall be conducted in accordance with the requirements of Part 7 of the Local Government Official Information and Meetings Act 1987 and will be undertaken by the agreed administration authority.

4. Delegations

The SmartGrowth Leadership Group is delegated the following functions in support of its overall purpose:

Co-ordinating Sub-regional Spatial Planning

§ Providing sub-regional leadership on spatial planning, growth, infrastructure planning and development, focusing on key issues including the four well-beings^{^[3]} and the sustainable management of natural resources.

§ Undertaking high-level spatial planning and dealing with cross boundary matters.

§ Determining as far as practicable consistency between the various Government National Policy Statements

§ Overseeing and coordinating National Policy Statement on Urban Development implementation.

§ Reviewing and updating the SmartGrowth Settlement Pattern

§ Overseeing infrastructure / facilities and the funding necessary to implement the Settlement Pattern.

§ Setting overarching sub-regional policy, actions and approaches relevant to the SmartGrowth Strategy.

§ Sharing the challenges of implementation and overcoming the barriers moving forward.

Urban Growth Partnership

§ Overseeing the development and implementation of a joint spatial plan for the western Bay of Plenty sub-region and associated work streams, including adopting any drafts for public consultation.

§ Overseeing, including any reviews and monitoring, a joint urban growth programme.

§ Ensuring organisation systems and resources support implementation of the joint spatial plan and any associated urban growth programme.

§ Addressing cross-boundary matters within the western Bay of Plenty sub-region, as well as with other neighbouring regions.

§ Addressing housing affordability matters.

§ Monitoring the implementation of the spatial plan and associated work streams.

§ Reviewing and recommending changes to the spatial plan if circumstances change.

§ Ensuring alignment with existing council plans, strategies and policies, and with existing evidence.

§ Ensuring alignment with initiatives already underway such as the Urban Form and Transport Initiative.

§ Facilitating consultation with the partners and the wider community where relevant.

Future Thinking and Advocacy

§ Having a united voice where issues require joint advocacy.

§ Development and leadership of an agreed sub-regional advocacy programme

§ Engagement on intra and inter-regional matters where there are impacts beyond the sub-region, including matters of Upper North Island or national importance.

§ Facilitating community understanding and discussions/conversations.

§ Facilitating specific consultation with the community on SmartGrowth implementation matters.

§ Establishing, maintaining and engaging with the SmartGrowth Partner Forums.

§ Communicating and engaging with key stakeholders where a sub-regional level view is required.

§ Identifying and resolving any consultation inconsistencies between the SmartGrowth strategies and subsequent public consultation processes of the partner Councils

SmartGrowth Strategy Development, Implementation and Alignment Monitoring

§ Overseeing the implementation of the 2013 SmartGrowth Strategy, in particular the strategy actions, and undertaking any reviews or updates to the Strategy, including adopting any drafts for public consultation.

§ Ensuring organisation systems and resources support strategy implementation.

§ Taking responsibility for progressing those actions specifically allocated to the SmartGrowth Leadership Group in the strategy and making sure implementation does occur.

§ Reviewing and recommending adjustments to the strategy if circumstances change.

§ Champion integration and implementation through partner strategies, programmes, plans and policy instruments (including the Regional Policy Statement, Regional and District Plans, Long Term Plans (LTPs), Annual Plans, transport plans and triennial agreements) and through partnerships with other sectors such as health, education and business.

§ Approving submissions to Local Authorities, Central Government and other agencies on SmartGrowth related matters

§ Monitoring of the strategic outcomes and ensuring a joined-up approach to strategy implementation, including monitoring and reporting implementation progress against key milestones

§ Overviewing the management of the risks identified in implementation.

§ Making specific recommendations to partners on the joined-up thinking needed for resolving issues

Committee Operations

§ Selecting and appointing an Independent Chairperson and a Deputy Chairperson.

§ Implementing any Memoranda of Agreement or Understanding, as adopted by the Leadership Group.

§ Establish protocols and arrangements to ensure that implementation, where necessary, is consistent, collaborative and/or coordinated to achieve optimal outcomes.

Central Government’s participation in the SmartGrowth Leadership Group does not constitute endorsement of initiatives in any way, and all financial, policy and other decisions still need to be approved by Central Government.

5. Variation of this Agreement

This agreement may be varied from time to time, but only with the agreement of each of the partners.

Council Meeting Agenda

13 August 2020

11.4 Stormwater Easements Over Te Puna Estuary Esplanade Reserve - 76C Gill Lane Te Puna - Amendment required to resolution C20-10.18

File Number: A3792516

Author: Joanne Hin, Legal Property Officer Reserves & Facilities

Authoriser: Gary Allis, Deputy Chief Executive

Executive Summary

1. On 2 July 2020 Council considered an application to create a single stormwater easement in favour of 76C Gill Land Te Puna over Te Puna Estuary Esplanade Reserve. Council consented to the easement (Resolution C20-10.18). Subsequent to that report, Council has received additional information from the applicant that affects the decision made by Council in relation to that item.

This report seeks for Council to revoke the previous resolution (C20-10.18) and consent to the two proposed easements detailed in this report.

Recommendation

1. That the Legal Property Officer – Reserves and Facilities’ report dated 8 July 2020 and titled Storm Water Easement Over Part of Te Puna Estuary Esplanade Reserve - 76C Gill Lane Te Puna – Amendment Required to Resolution be received.

2. That the report relates to an issue that is not considered significant in terms of Council’s Policy on Significance.

3. That pursuant to the Western Bay of Plenty District Council’s Standing Orders 24.5 revoke resolution C20-10.18 No. 3 to the report dated 21 May 2020 being:

Resolution C20-10.18

Moved: Cr D Thwaites
Seconded: Cr M Murray-Benge

Carried

and replace as follows:

That pursuant to the authority delegated by the Minister of Conservation to the Western Bay of Plenty District Council, and the provisions of Section 48 of the Reserves Act 1977, Council hereby consents to the creation of the storm water easements shown on the attached plan (Attachment 1 to report dated 13 August 2020) to allow Lot 2 DP 502495 to discharge stormwater over two separate portions of Lot 5 DPS 28412.

Background

2. As the report dated 8 July 2020 requested approval for only one easement this report seeks to revoke resolution C20-10.18 No. 3 pursuant to Western Bay of Plenty District Council Standing Orders 24.5 and replace with a new resolution that considers two separate easements shown in the correct location.

The landowner of Lot 2 DP 502495 (76C Gill Lane) is proposing to build a residential house on the property and requires to discharge storm water from the site via an approved outlet over Te Puna Estuary Esplanade Reserve to Tauranga Harbour via two separate outlets. In order to proceed two separate easements are required over the adjacent esplanade reserve as shown in the attachment.

The owners have formally applied for the Western Bay of Plenty District Council’s consent to the storm water easements as per the attachment.

A survey plan will be required to be created to detail the proposed easements locations.

The land over which the storm water easements are to be created is part of the Te Puna Estuary Esplanade Reserve, being an esplanade reserve and is subject to the provisions of the Reserves Act 1977.

The storm water pipes are proposed to be underground on a small portion of Te Puna Estuary Esplanade Reserve, and does not affect the public’s rights to access across the reserve.

The easement documents ensure the protection of the Te Puna Estuary Esplanade Reserve and provides the necessary legal right for the adjoining property owner to discharge stormwater across the esplanade reserve.

The Department of Conservation require that in terms of the delegation of the Minister's powers under the Reserves Act 1977, this is to be made by Council, in its capacity as the administering body, and recorded as such..

Significance and Engagement

3. This item does not trigger Council’s policy on significance.

Issues and Options Assessment

Option A That pursuant to the authority delegated by the Minister of Conservation to the Western Bay of Plenty District Council, and the provisions of Section 48 of the Reserves Act 1977, Council hereby consents to the creation of storm water easements shown on the attached plan (Attachment 1 to report dated 13 August 2020) to allow Lot 2 DP 502495 to discharge stormwater over two separate portions of Lot 5 DPS 28412.
Assessment of advantages and disadvantages including impact on each of the four well-beings · Economic · Social · Cultural · Environmental	In order for the landowner to be able to effectively discharge storm water they are required to discharge into Tauranga Harbour via the esplanade reserve.
Costs (including present and future costs, direct, indirect and contingent costs).	Costs for the creation of the easement are borne by the landowner. The easement instrument protects Council from further maintenance or replacement costs of the easement facility and provides legal rights to the adjoining land owner.
Other implications and any assumptions that relate to this option (Optional – if you want to include any information not covered above).	N/A
Option B Status Quo
Assessment of advantages and disadvantages including impact on each of the four well-beings · Economic · Social · Cultural · Environmental	If Council declines the easement, the only option for the landowner is to release storm water to a soak pit. While this option is available it is not a preferred option as Council wants to ensure that storm water runoff from all house roofs and driveways are directed away from soakage to an approved point, in this case the Tauranga Harbour.
Costs (including present and future costs, direct, indirect and contingent costs).
Other implications and any assumptions that relate to this option (Optional – if you want to include any information not covered above).

Statutory Compliance

4. Section 48 (1) of the Reserves Act 1977 provides Council with the Statutory authority to grant easements over reserves.

Funding/Budget Implications

Budget Funding Information

Relevant Detail

No funding required

An application fee of $307 is required from the applicant to allow the processing of the consent. No further costs will be sort from the applicant for the benefit of the easement as Council is encouraging connection into approved storm water points.

The easement instrument protects Council from further maintenance or replacement costs of the easement facility.

Costs associated with installing the storm water pipe and reinstatement of the site are to be borne by the applicant.

Attachments

1. Location of proposed easements ⇩

2. Applications for easements ⇩

Council Meeting Agenda

13 August 2020

11.5 Bay of Plenty West Joint NZTA/WBOPDC One Network Maintenance Contract - Proposed Extension

File Number: A3811967

Author: Gary Allis, Deputy Chief Executive

Authoriser: Gary Allis, Deputy Chief Executive

Executive Summary

The Bay of Plenty West Joint NZTA/WBOPDC One Network Maintenance Contract commenced on 1 November 2014. The contract term was for 7 years, with the ability for a performance based extension of 2 years.

The Contractor, WestLink, has earned the 2 year extension. NZTA, as joint client, has agreed with the contract extension.

The recommendation is for Council to formally approve the contract extension.

Recommendation

1. That the Deputy Chief Executive’s report, dated 13 August 2020, and titled Bay of Plenty West Joint NZTA/WBOPDC One Network Maintenance Contract – Proposed Extension be received.

2. That the Council, in accordance with the Conditions of Contract, approves the two year tenure extension for Contract 2/14-002/601 – Bay of Plenty West Joint NZTA/WBOPDC One Network Maintenance Contract, with an amended contract end date of 31 October 2023.

3. That the approved contract value for Contract 2/14-002/601 – Bay of Plenty West Joint NZTA/WBOPDC One Network Maintenance Contract be increased to $200,000,000 through to 31 October 2023.

Background

The Bay of Plenty West Joint NZTA/WBOPDC One Network Maintenance Contract (ONMC) is a collaborative venture with the Transport Agency and delivers Council’s road maintenance and renewals. Council’s portion is based around a lump sum delivery model in which Council specifies the outcome required (i.e. the levels of service) and it is up to the Contractor how they deliver those outcomes.

The Contract was awarded to WestLink and commenced in November 2014.

Tenure

The initial Contract period is 7 years with the provision for the Contractor to earn an additional maximum tenure of two years based on good performance or conversely lose tenure due to poor performance.

The tenure adjustment mechanism is clearly defined within the Contract and is based around achieving suitable Key Result Areas (KRA) scores both for the Local Road and State Highway portions of the Contract. To date, WestLink have typically achieved KRA scores in Best Practice range and have consequently earned the maximum additional tenure of two years.

In addition, although there have been a number of monthly performance deductions, the wider teams from both Council and The Transport Agency are satisfied with WestLink’s overall performance. West Roads continue to monitor and audit the Contract outcomes.

The Transport Agency are going through their own authorisation process to approve the extension. The extension is conditional on both clients approval.

Applying the additional tenure extends the contract end date to 31 October 2023.

Financial

The accepted tender price for Council’s portion of the contract was $75,989,841.00 which comprises lump sum and provisional items (i.e. may or may not be required) and this equates to $10,855,691.00 per annum.

As at May 2020, the actual spend was:

Lump Sum	$52,895,773.27
Additional Services	$49,571,682.50

Total Contract to Date	$102,467,455.77

This equates to an annual spend of $18,352,380.14 and if we assume additional services are required by Council at the same rate, then when projected over nine years, this predicts a total Contract spend of $165,171,421.

The Contract includes a specified mechanism to compensate the Contractor for cost escalation. If we assume the current rate of escalation (i.e. approximately 7.2%) continues then the total estimated funding required for the full nine years is $177,063,764.

The Council previously approved a contract value extension to $150,000,000 to cover the additional services through to the end of the original 7 year term. This now needs to be extended to $200,000,000 for the extended term.

Significance and Engagement

1. The Local Government Act 2002 requires a formal assessment of the significance of matters and decision in this report against Council’s Significance and Engagement Policy in order to guide decision on approaches of engagement and degree of options analysis. In making this formal assessment it is acknowledged that all reports have a high degree of importance to those affected by Council decisions.

2. In terms of the Significance and Engagement Policy this decision is considered to be of low significance due to the contractual requirement to extend.

Engagement, Consultation and Communication

Interested/Affected Parties	Completed/Planned Engagement/Consultation/Communication Or Insert/refer to/attach to report Engagement Plan
Name of interested parties/groups	NZTA as joint client. Fully support extension.	Planned	Completed
Tangata Whenua	N/A
General Public	N/A

Issues and Options Assessment

Insert summary resolution required

Reasons why no options are available

Section 79 (2) (c) and (3) Local Government Act 2002

Legislative or other reference

Contractual ability to extend the contract.

Statutory Compliance

Extension meets NZTA procurement requirements.

The ability to earn an extension was included in the original tender.

Funding/Budget Implications

Budget Funding Information	Relevant Detail
	Contract costs are include in a multitude of budgets.

[1] This is a reference to western Bay of Plenty sub-region tāngata whenua.

[2] The ‘sub-region’ refers to the territorial areas of Tauranga City Council and Western Bay of Plenty District Council.

[3] The four well-beings refer to cultural, economic, environmental and social matters.

[4] The ‘sub-region’ refers to the territorial areas of Tauranga City council and Western Bay of Plenty District Council.

Chairperson	Mayor Garry Webber
Deputy Chairperson	Deputy Mayor John Scrimgeour
Members	Cr Grant Dally Cr Mark Dean Cr James Denyer Cr Murray Grainger Cr Anne Henry Cr Christina Humphreys Cr Monique Lints Cr Kevin Marsh Cr Margaret Murray-Benge Cr Don Thwaites
Quorum	6
Frequency	Six weekly

Chairperson: Doug Leeder	Chief Executive: Fiona McTavish
Dated: Tauranga City Council by:	Dated:
Mayor: Tenby Powell	Chief Executive: Marty Grenfell
Dated:	Dated:
Western Bay of Plenty District Council by:
Mayor: Garry Webber	Chief Executive: Miriam Taris
Dated:	Dated: